Setting up Teams and Adding Users

Flow Capture's user management is self-managed, making this easy to do right in-app, without needing to go through unnecessary hoops. It's more secure for you (as you know who everyone is and what permissions they should have) and less red tape. It's also easier to add people on the fly!

Getting viewers and your editorial team added to Flow Capture is the most important step on the path to remote collaboration. Fortunately, it's easy to do from the Manage Teams panel, which you can access from the Administration tab on any Folder on the Desktop page.

Skip ahead

• Creating a Dailies or Screeners Distribution List
• Adding a Viewer group for a Remote Video Village
• Granting one-off access to a Folder
• Adding Contributors (Editors, VFX, Colorists, and more)
• Creating a Review group for Rooms
• Create a Production Administrator Team
• Changing a User's permission in a Folder
• Changing a User's permission in a Team

Creating a Dailies or Screeners Distribution list

The easiest way to create a dailies distribution list is to create a Team and upload a CSV directly into that team for your list. The CSV should be formatted by First Name, Last Name, and Email. You can download a sample CSV to use from this link.

To set up your Dailies distribution list

1. Click on the Administration menu of the Dailies Folder and open the Manage Teams panel
2. In the Teams column, select New Team and Create your Team
3. With the Team selected, it should be highlighted on the left with a color, click Import CSV
4. Upload your CSV of team members, in the format First Name, Last Name, and Email 

You now have added your production team to a dailies distribution list! 

The Team will be available to select when using Playlinks to send out your Dailies. 

Adding a Viewer group for a Remote Video Village

This can be thought of as creating a Dailies or cut distribution list, but it's also useful for other limited-access use-cases like creating a Viewer group for Immediates. The quickest way to do this is to make a Team and then upload a CSV with the people you want directly it. The same CSV template mentioned above will work for that: download it here!

Unlike Dailies, for Immediates you'll want to invite Viewers directly into the Folder so they can view incoming footage within a minute after shooting. Inside the Folder, Viewers will be able to use the metadata sorting options to organize footage in flexible ways 

To set up Viewers for your remote video village 

1. Click on the Administration tab of the Immediates Folder and open the Manage Teams panel
2. In the Teams column, select New Team and Create your Team 
3. With the Team selected, it should be highlighted on the left with a color, click Import CSV
4. Upload your CSV of team members, in the format First Name, Last Name, and Email 
5. Click on the Folder in the Production and Folder column
6. Select Assign Team to give the group Folder Access

Giving the group Folder Access will trigger an invitation to each User to join the Folder. 

Granting one-off access to a Folder

Sometimes you just need to add a single person to a Folder, either as an Admin or another permission, like Uploaders for Video Assist Operators. 

To grant one-off access to a Folder, follow these steps:

Head to the Manage Teams panel in the Folder and select New Contact in the Contacts Column, and enter their Name and Email Address in the pop-up opened.

Once the Contact has been added, click on the Folder in the Production or Folder Selector column, right under Manage Teams. Then, click on the Contact's card in the Contacts column.

After clicking the User card, you'll see Assign highlight in the Contacts column. 

In the Participants column, click on the User Card again to open the Permission options, and change the permission to whatever their permission level should be in that Folder. View Permission levels here: Permission Levels

Adding Contributors (Editors, VFX, Colorists, and more)

When creating Teams to add your Contributors, the first decision you need to make is what permission should they have: Flow Capture Permission Levels

Here are a few of the common permissions to consider:

• If they need to upload material, but don't need to share: Uploader
• If they need to upload and distribute content: Uploader (Share)
• If they need to download MXF Files to pull into an Avid timeline: Downloader (No Watermark)
• If they need to create Folders, adjust Folder Settings, and add other people to collaborate: Administrator

If you need to add your Workspace Collaborators, follow these steps:

In the Teams column, select New Team to create a Permission-based Team. We recommend naming this team for the Permission, like Uploader (Share) or Downloader (No Watermark), but you may also want to name it for the team members part of it, like Editors or Finishing Team.

In the default permission dropdown, select the appropriate permission. This will set up your Team so that everyone who is assigned to this Team will also get assigned that permission set.

Once you have created the Team, assign Team members to that team. You can do that in one of two ways:

1. Upload a CSV of all of the members into that Team (sample CSV download).
2. Add one-off Team members from the Contacts Column into that team.

Setting up your Editorial Team by CSV

1. Click on the Administration tab of any Folder in Flow Capture and open the Manage Teams panel
2. In the Teams column, select New Team and Create your Team with an Uploader permission or higher (view our permission matrix for details: Permission Levels)
3. With the Team selected, it should be highlighted on the left with a color, click Import CSV
4. Upload your CSV of team members, in the format First Name, Last Name, and Email 
5. With your team members added, click on the Team so it's highlighted
6. Click on the Folder in the Production and Folder selector. Note: It's also possible to select Production, but that will assign them to every Folder and Subfolder across the entire Production
7. Select Assign Team to assign the Team to the Folder
8. Repeat steps 5-7 for any Folder you'd like to add your Editorial Team

Setting up your Editorial Team by adding one-off team members

1. Click on the Administration tab of any Folder in Flow Capture and open the Manage Teams panel
2. In the Teams column, select New Team and Create your Team with an Uploader Permission or higher (view our permission matrix for details: Permission Levels)
3. In the Contacts Column, search for the Contact you want to add to the Editorial Team.
4. Click on the Contact's User Card
5. Click the + on the Editorial Team
6. With your team members added, click on the Team so it's highlighted
7. Click on the Folder in the Production and Folder selector. Note: It's also possible to select Production, but that will assign them to every Folder and Subfolder across the entire Production
8. Select Assign Team to assign the Team to the Folder
9. Repeat steps 6-8 for any Folder you'd like to add your Editorial Team

Creating a Review group for Rooms

When creating a Review group for Rooms, it's best to create a Team and add Users to that team, without giving them Folder access. Then, when creating your Room, you'll be able to easily find and add everyone who needs to be included. 

To add Users to the Rooms group, you can either Upload a CSV with your Team members or Add the contacts one-off. If you have a large group, using a CSV upload is best (here's a template CSV to download). If a small group, you can get away with adding one-off contacts to the team. 

To set up your Rooms review group by CSV

1. Click on the Administration tab of any Folder in and open the Manage Teams panel
2. In the Teams column, select New Team and Create your Team with a Viewer Permission
3. With the Team selected, it should be highlighted on the left with a color, click Import CSV
4. Upload your CSV of team members, in the format First Name, Last Name, and Email 

That's it! You'll now be able to find your Realtime Group under Participants in the Teams tab when you create your Room!

Create a Production Administrator Team

Administrators have the power to add and manage team members and permissions, create Folder structure, and adjust Folder and security settings. Learn more about the Administrator permission set on our Permissions Matrix doc

The easiest way to add your Production Admins is to create a Production Admin Team, and assign it across the entire production. Assigning a team to a Production instead of a Folder gives it access to every Folder and Subfolder within a Production, so be very careful with assigning Teams to the Production level.

In the Teams column, select New Team to create a Production Admin Team (there may be one in your Production already!) 

In the default permission dropdown, select Administrator. This will set up your Team so that everyone who is assigned to this Team will also get assigned an Admin permission set.

Click on the Contact you would like to make an Admin in the Contacts column

Click on the plus sign on the Production Admins team.

Click on the Production you want to assign the Administrators across.

When both the Team and the Production are selected, the option to Assign Team should be highlighted at the bottom of the column. Click Assign Team to Assign across the entire Production.

Changing a User's permission in a Folder

If a Contact has already been added to a Production, and you just need to change their Permission, that can be done easily with a few simple steps.

If you need to change a User's permission in a Folder, follow these steps:

1. Head to the Administration tab inside the Folder and open the Manage Teams panel.
2. In the Participants column, search the name of the contact whose permissions you need to change.
3. Click on that Contact's User Card to reveal their information in the Participant Details column.

4. Change their permission level in the permission dropdown.

   

   
   

Learn about Flow Capture Permission levels and what they mean in this guide: Permission Levels

Changing a User's permission in a Team

A Team is a way to organize users into easily manageable workgroups and attribute them to a particular Production or Folder. When a User has a permission set on a Team, it locks their permission level in place any time that Team is added to a Folder. 

If you need to change a User's permission on a Team, follow these steps:

1. Head to the Manage Teams panel inside the Folder.
2. In the Teams column, click on the Team you need to adjust the Team member's permission set for. You will see the Team members at the top of the Contact's column.
3. In the Contact's column, click on the User Card for the Team member whose permission you need to change. You will see their Team options revealed at the bottom of the Teams Column.
4. Adjust their permission level in the permission dropdown.