Reviews and Approvals

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Overview

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The Review Workflow

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Artist Submission

• Artist finishes work on a task
• Updates task status to “Waiting For Approval”
• Adds a comment describing the work

• Click Publish Revision tab
• Upload image, video, or other preview files
• Set revision number (auto-increments)
• Add optional external link

• Submit comment with or without preview
• Reviewers receive notifications
• Task appears in supervisor’s review queue

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Supervisor Review

• Open task from review queue
• View uploaded preview files
• Compare with previous revisions
• Check against reference and requirements

• Written feedback in comment text
• @mention team members for attention
• Add checklist items for specific changes
• Attach reference files

• Draw directly on preview images/videos
• Add text annotations with notes
• Place markers at specific frames (for video)
• Choose annotation colors for categorization

• Approve: Change status to “Done”
• Request Changes: Change status to “Retake”
• Retake count increments automatically

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Artist Revision

1. Review supervisor comments and annotations
2. Update task status to “WIP”
3. Make requested changes
4. Re-submit with new preview (incremented revision)
5. Reference previous feedback in comment

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Comments

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Adding Comments

1. Open a task
2. Type in the comment textarea
3. Use Ctrl/Cmd + Enter to submit quickly
4. Comment appears with timestamp and author

• Type @ to mention team members
• Autocomplete shows available people
• Mentioned users receive notifications
• Creates direct communication threads

• Type # to mention entire departments
• All department members notified
• Useful for cross-team coordination
• Shows department color in comment

• Reference specific frames or timestamps
• Format: #00:01:23.05 or #frame:125
• Clicking time code jumps to that moment
• Essential for precise video feedback

• Add actionable items to comments
• Artists can check off completed items
• Track progress on multi-part feedback
• Useful for technical requirements

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Comment Actions

• Supervisors/managers can pin important comments
• Pinned comments appear at the top
• Useful for keeping critical feedback visible
• Unpin when no longer needed

• Click ✓ to acknowledge you’ve read a comment
• Shows who has seen the feedback
• Useful in collaborative reviews
• Acknowledgments tracked per comment

• Click reply icon on a comment
• Creates threaded conversation
• Keeps related discussion together
• All participants receive notifications

• Authors can edit their own comments
• Managers can edit any comment
• Edit history is tracked
• Use for corrections or clarifications

• Authors and managers can delete comments
• Deleting a status change reverts to previous status
• Previews associated with comment may be affected
• Use cautiously as action is permanent

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Previews

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Uploading Previews

• Images: PNG, JPG, TIFF, EXR
• Videos: MP4, MOV, WEBM
• Documents: PDF

1. Switch to Publish Revision tab in add comment area
2. Click Add preview or drag files to upload area
3. Set revision number (defaults to next available)
4. Optionally add external link (for cloud storage, etc.)
5. Add comment describing the submission
6. Click Publish to upload

• Upload multiple files for one revision
• All files share the same revision number
• Useful for:
  • Different angles of the same work
  • Beauty pass and utility passes
  • Multiple shots in a sequence

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Preview Player

• Zoom and pan controls
• Full-screen mode
• Compare mode (side-by-side with other revisions)
• Download original file

• Standard playback controls
• Frame-by-frame stepping
• Playback speed adjustment
• Loop option
• Time code display

• Dropdown to select any previous revision
• Quick switch between revisions
• Compare mode for side-by-side viewing
• Useful for tracking progress over iterations

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Setting Entity Thumbnail

1. Open task with desired preview
2. Select the preview revision
3. Click Set as thumbnail
4. This image represents the entity in all views

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Annotations

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Creating Annotations

1. Open a task with an image/video preview
2. Enter annotation mode
3. Available tools:
   • Pencil: Freehand drawing
   • Rectangle: Draw boxes to highlight areas
   • Arrow: Point to specific elements
   • Text: Add text annotations

• Navigate to specific frame
• Add annotation
• Annotation only shows at that frame
• Multiple annotations per frame supported

• Choose annotation colors
• Use consistently for categories:
  • Red: Critical issues
  • Yellow: Notes/suggestions
  • Green: Approved elements
  • Blue: Questions

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Managing Annotations

• Click annotation to select
• Drag to reposition
• Resize if applicable
• Edit text content
• Change color

• Select annotation
• Press Delete or click remove icon
• Only annotation creator and managers can delete

• Export frame with annotations
• Attach to comments for reference
• Share annotated frames externally

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Annotation Permissions

• Assigned artists (on their own tasks)
• Department supervisors (for their department)
• Managers (all tasks)
• Clients (if client review enabled)

• Non-assigned team members can view but not create
• Artists can’t annotate supervisor/manager tasks
• Respects department boundaries

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Review States

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Task Status Progression

WIP → Waiting For Approval → Done
                ↓
             Retake → WIP

• Task cell color matches current status
• Retake count visible as bullet points
• Last comment date tracked
• Preview revision number shown

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Retake Management

• Increments each time status changes to “Retake”
• Visible in task lists and reports
• Used for quality metrics
• Helps identify challenging tasks

• Organization can set retake limits
• Warning when approaching limit
• Prevents excessive iteration
• Requires manager approval to exceed

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Client Reviews

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Enabling Client Review

• Configure client-allowed task statuses
• Common options:
  • “Client Approved”
  • “Client Feedback”
  • “Waiting for Client”

• View submitted previews
• Add comments (no @mentions)
• Change status to approved/feedback states
• Cannot see internal comments (if configured)

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Client Review Workflow

1. Submission
   • Artist/supervisor marks task as “Waiting for Client”
   • Client receives notification
2. Client Review
   • Client accesses preview in client portal
   • Reviews work, adds comments
   • Sets status to approved or requests changes
3. Internal Processing
   • Team receives client feedback
   • Addresses client notes
   • Resubmits or marks complete

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Playlists for Review

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Creating Review Playlists

1. Navigate to Playlists
2. Click New Playlist
3. Add tasks/shots to review
4. Organize in sequence order
5. Share with reviewers

• Sequential playback of all shots
• Bulk status changes
• Batch commenting
• Export for offline review
• Share with external reviewers

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Review Sessions

• Schedule review meetings
• Share playlist link with attendees
• Review in sequence
• Add comments during session
• Status updates recorded

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Review Notifications

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Email Notifications

• Tasks are assigned to them
• Comments are added to their tasks
• They are @mentioned
• Status changes on their tasks
• New previews are uploaded
• Retakes are requested

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In-App Notifications

• Bell icon shows unread notifications
• Click to see notification list
• Direct links to tasks
• Mark as read/unread
• Notification preferences configurable

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Best Practices

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Advanced Features

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Time Tracking

• Artists log time spent on tasks
• Compare time logged vs estimated
• Track efficiency across revisions
• Identify bottlenecks

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Comparison Mode

• Side-by-side view
• Overlay/blend mode
• Scrub between versions
• Useful for checking progress

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External Links

• Cloud storage (Google Drive, Dropbox)
• Render outputs
• Reference material
• High-resolution source files

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Related Resources