Getting Started with Playlists and Shares

Getting Started: Setting up your Playlist

A Playlist on Flow Capture can contain assets from any folders that you have playback access to.

Playlists can be used Privately to collate and collect assets for personal playback - they only become accessible to other users when we create an associated “Share”, and where you have the appropriate Share Permission for the assets.

To add assets to a Playlist we can click an individual asset’s Menu […] button and choose a destination with the [+] button to add to Playlist.

From this menu we can see the Playlists we have available sorted by Most Recent, with the option to Search if we have a lot of different Playlists available. Selecting “Add to Playlist” will give us a confirmation that the asset was successfully added.

Getting Started: Sharing your Playlist

Clicking the Folder Permissions tab in the context sidebar will show a list of all of the different locations where assets in this playlist are stored - as well as your own individual permission for each of those locations.

These icons will highlight if you have the permission to

• Offline to iOS
• Download the Assets
• Share the Assets

If we have permission to Share in all of the associated locations we can create our first Share with this content!

Creating a Share

Shares are dynamic messages connected to Playlists, and when we change the content of a Playlist it will also reflect in all active Shares.

This means if we need to add, remove or change an asset in the Playlist we won’t need to edit or adjust every Share that has already been sent out - the changes reflect immediately for all recipients of all Shares connected to this Playlsit.

To create a Share, open the Playlist and select “Create Share” from the toolbar.

We’re then presented with the Share creation workflow where we can define the settings for this Share.

Share Recipients & Options

Share Name: This is the name of the specific Share we’re creating and is similar to the “Subject” field in an email. Since we can create multiple Shares from a single Playlist this should be descriptive of our intention (ie. Screener for Press, Dailies Day 3 Wide Release, Directors Cuts)

Message: This message will be available both in the email our recipients receieve and in the Inbox message. Additionally, this message is available when playing back content, so we can leave review instructions or other notes here.

At any time we can save this Share and come back to it with the Save draft function.

Recipients

This is where we start to define who will receive this Share.

We can search for a User, typing in their name or email address to show matching results from our Production Contacts. Clicking the + button will add them to the list of recipients.

We can also search for a Team by typing in the team name. Clicking on the + button will add all of the users in this team to the recipient list as individuals.

Guest Users

If we’re wanting to Share with a user who is not already in our Production Contacts (and we have the required permission to do so) we can choose the option “Add Guest”.

From here we can enter their name and email address and add them to the list of recipients.

Share Options

Our Share Options allow us to define how our recipients can interact with the Share.

• Timezone
  • This sets the timezone that will be adhered to when scheduling and/or expiring
• Schedule
  • This can be set to either send right away, or scheduled to be set at a later date and time
• Expiry
  • This allows you to set the expiry date of the share, including the option to turn expiry off
• Allow Downloads
  • Allows the recipients of this specific Share to download watermarked versions of the assets within.
• Allow Comments
  • Allows the recipients of this specific Share to Comment and Annotate the assets.
  • By default, a User will be able to see only their own Comments/Annotations and will NOT see Comments/Annotations left by other users.
  • These Comments/Annotations will then be available attached to the original assets in their original folder locations - visible to members of the production with Folder access.
• Comments are visible to all viewers
  • If you allow comments, this toggle will become clickable. Adjusting it to ON will mean that users WILL be able to see comments/annotations left by others within the inbox when reviewing the share
  • Leaving this OFF (default position) will maintain default visibility as described above.
• Allow Approvals
  • This will either enable or disable the Approvals interface on the Share
• Allow Offlining
  • Allows the recipients of this specific Share to save the content within the Flow Capture App for iOS for Offline playback.

Share Security

Our Share Security Options allow us to define additional restrictions for the recipients of this Share.

Secure Access Type

These settings define how a user receives the content, as well as how they can access it.

Here we can choose the Share’s secure access type, as well as if they should receive an email notification in addition to their Flow Capture Inbox message.

• Highly Secure/Inbox Only
  • This Share requires a Flow Capture account.
    • Once received, a recipient will need to log into their Flow Capture account and play this content from their Inbox.
• Medium Secure/Link with Access Code
  • This Share does not require a Flow Capture login.
    • Once received, a recipient will click on a link in their Email which will take them to the Flow Capture website.
    • They will then enter in the uniquely generated code to unlock and access this content.
• Least Secure/Link without Access Code
  • This Share does not require a Flow Capture login.
    • Once received, a recipient will click on a link in their Email which will take them to the Flow Capture website.
    • The content will then play.

Allow participants to see other participants

• This will enable/disable the ability for participants to know who else was sent the Share

IP location restriction

• This will lock down the viewing of the share to only be possible in the first location the user views that share.
  • EX: If a user views the share in the office, viewing is now restricted to that IP address (when enabled), and they would not be able to view at home etc.
• Viewing Limit
  • This allows you to select how many times assets can be viewed before expiry, including the option to set it as unlimited (default)
• Admin-only access to shared status
  • When enabled, only admins will be able to see the status of the share
  • When disabled, anyone with access to the share can see the status of the share

Watermarking

The Watermarking settings allow us to define a specific watermark for this specific Share. This watermark will override the watermark defined at the Folder level, meaning we can make it more intense (or more relaxed) depending on the audience for this specific Share.

Changing the watermark will only affect this specific Share and will not affect users accessing the content in the Folder directly.

Once we’ve defined our settings and are happy with the results we can choose “Remember Settings” to have these options populate the next time we create a Share - handy for when we are creating multiple Shares in one session.

When creating/modifying a Share we can quickly tell which fields have been adjusted by the Blue icon denoting new/changed fields.

Getting Started: Managing Shares

When viewing a Playlist, we can select “Shares” from the context menu on the right to view all of the different Shares connected to this Playlist.

Clicking the dropdown will show the list of recipients, while clicking the […] menu button will show options to Resend, Edit and Expire this Share.

• Resend
  • This will push the Share out again to the Recipient list
• Edit
  • This will show the Share creation screen and allow us to make adjustments that will reflect on Save.
• Expire
  • This will Expire this Share and make the assets immediately unavailable to the recipients.

Shares applet

We also have a Shares applet (available in the left sidebar) which will give you an overview of all of your Shares (as an individual) or all of the Shares across the Production (as an Administrator).

Here you can jump to specific Shares without needing to go through the Playlists screen.

Collaborative Playlists

Playlist Collaborators work alongside you behind-the-scenes to collate content from the Assets panel into various Playlists before the content is distributed as a Share - this way your whole team can now work to collate assets into a playlist for sharing rather than that being task being limited to an individual.

To add a collaborator to a Playlist, first, select the playlist on the left, then click the Collaborators icon on the right. From there, just click Add Collaborator.  

When you do, you’ll see the Add People modal pop up, which will allow you to invite individual users, or even entire teams, to collaborate with you on creating and sharing this Playlist.

Select the user you’d like to add, then click the dropdown next to their name at the top to assign them a collaborator permission on this Playlist.  

At the moment, there are three collaborator permissions: Admin, Editor, and Sharer.  There is also the Owner of the Playlist, which is whoever created it first

• An Owner has full control over the playlist, including managing content and adding/updating its collaborators
• An Admin can manage and share content, but cannot add or change collaborators
• An Editor can add, remove, and organize assets within the playlist, but can’t share the Playlist with others, nor can they add or change collaborators
• A Sharer can only view and share the Playlist with others

Once you’ve added them as a collaborator, they’ll appear underneath your own name as the Owner on the right hand side.

If they're an Admin or an Editor, they’ll also see the Playlist you’ve added them to in their Playlists section on the Assets Tab.

If they're a Sharer, they will only see a share of that Playlist in their Shares section.

To change their collaborator permission, or to remove them as a collaborator entirely, just click the dropdown and adjust as needed.