Using the Review and Approve Feature

When your Final Cut Server administrator installed Final Cut Server, he or she set up the Review and Approve feature to meet your organization’s needs. The options the administrator could configure included writing the text of the email, making editor’s comments (which are entered in the Review & Approve pane) and other metadata appear in the body of the notification email, and more.

The administrator also chooses one of three ways to specify who is defined as a required reviewer and thus receives Review and Approve emails. Emails can go to an administrator-defined recipient list, emails can go to the addresses that the user manually enters in the “Required reviewers” field, or emails can go to both the administrator-defined recipient list and any addresses manually entered in the “Required reviewers” field by the user.

It is difficult for a Final Cut Server client user to discern if the Review and Approve feature has been set up, and if it has been, to discern which of these three approaches your Final Cut Server system uses. Your Final Cut Server administrator should be your first point of contact for questions about using the Review and Approve feature with your Final Cut Server system.

Note: These examples show ways for you to manually enter email addresses. Depending on how your Final Cut Server system has been configured, your administrator can create a pop-up menu that you can use to assign email addresses. For more information, contact your Final Cut Server administrator.

Sending Review Emails to Administrator-Defined Reviewers

In this configuration, the Final Cut Server administrator manually enters each required reviewer’s email address during setup. As a result, the Final Cut Server user does not see the list of required reviewers and cannot manually enter email addresses in the “Required reviewers” field of the Review & Approve pane.

When the email addresses have been entered manually by the administrator, email notifications are automatically sent whenever the Status metadata field is set to Ready for Review (and any time the asset is modified while it is set to Ready for Review).

This configuration is best if you know that the same set of reviewers should receive Review and Approve email notifications for all assets. Also, this configuration does not require you to enter required reviewer email addresses; in fact, if you enter email addresses, they are ignored.

To send Review and Approve email notifications to a set of defined reviewers
  1. Locate the asset or project that you want to send out for review in the Assets or Productions pane, then double-click the asset or project to display its info window.

  2. In the asset or project info window, click the Review & Approve button to open the Review & Approve pane.

    Figure. Asset info window showing the Review and Approve pane.
  3. If you want to add notes to the email, you can type them in the “Editor’s comments” field.

    Figure. Asset info window showing the Review and Approve pane, the Status pop-up menu, Editor's comments, and Required reviewers fields.
  4. When you are ready to send the email notification to the required reviewers, change the Status metadata field to Ready for Review.

    Note: The Status metadata field is available in both the Metadata and the Review & Approve panes.

  5. Click the Save Changes button at the bottom of the Review & Approve pane.

This change causes the notification email to be sent.

Note: Your Final Cut Server administrator controls who can receive email within the Final Cut Server system. To add email addresses to Final Cut Server, contact your administrator.

Entering Reviewer Email Addresses Manually

For this configuration, the Final Cut Server user must manually enter the complete email address of each required reviewer.

After the email addresses have been entered, saving the changes prompts the Review & Approve email to be sent. The email is not sent unless the changes are saved.

This configuration lets the user choose who receives the email and how often review emails are sent. However, this configuration is less automated, requiring more work for the user.

To manually define who receives Review and Approve email notifications
  1. Locate the asset or project that you want to send out for review and double-click the asset or project to reveal its info window.

  2. In the asset or project info window, click the Review & Approve button to open the Review & Approve pane.

  3. If you want to add notes to the email, you can type them in the “Editor’s comments” field.

  4. Enter a full email address for each of the required reviewers for this asset in the “Required reviewers” field.

    Figure. Asset info window showing the Review and Approve pane, the Status pop-up menu, Editor's comments, and Required reviewers fields.
  5. When you are ready to send the email notifications to the required reviewers, change the status of the metadata field to Ready for Review.

    Note: The Status metadata field is available in both the Metadata and the Review & Approve panes.

  6. Click the Save Changes button at the bottom of the Review & Approve pane.

The notification email is sent to each of the addresses you entered in the “Required reviewers” field.

Using Administrator-Defined Reviewers with Manually Entered Email Addresses

A hybrid approach lets the Final Cut Server administrator enter a static list of required reviewers while also letting the user manually enter additional email addresses in the “Required reviewers” field. This approach allows both the administrator and the user to control who gets notification emails.

To manually define who receives Review and Approve email notifications
  1. Locate the asset or project that you want to send out for review and double-click the asset to reveal its info window.

  2. In the asset or project info window, click to open the Review & Approve pane.

  3. If you want to add notes to the email, type them in the “Editor’s comments” field.

  4. Enter a full email address for each of the required reviewers.

    The addresses that you enter are added to the list of reviewers that was set up by your Final Cut Server administrator.

    Figure. Asset info window showing the Review and Approve pane and the Required reviewers field.

    Important: Remember, your Final Cut Server administrator also defined a list of reviewers who will receive every email sent from the Review & Approve pane. Be careful not to send duplicate emails to reviewers by manually adding their addresses in the Review & Approve pane.

  5. When you are ready to send the email notifications to the required reviewers, change the status of the metadata field to Ready for Review.

    Note: The Status metadata field is available in both the Metadata and the Review & Approve panes.

  6. Click the Save Changes button at the bottom of the Review & Approve pane.

The notification email is sent to each of the addresses you entered in the “Required reviewers” field and to each of the required reviewers that your Final Cut Server administrator entered as default required reviewers.