Overview of the video approval workflow
Enterprise customers can enable a video approval workflow (learn more in “Enabling the approval workflow” section below) in Enterprise Video Streaming platform. This means that uploaded videos can go through a reviewal pipeline where the Moderators are notified about the videos they need to review. They can approve or reject these videos and about this decision (with some other details) an email will be sent out to the editor of the video.
The following use cases are supported with the video approval process:
- Content contributor (Channel admin with specific custom role) can send the video for review when they finished editing
- Moderator (Channel admin with specific custom role) gets notification email when contributor sends the video for review
- Moderator can filter for videos ‘to be reviewed’
- Moderator can approve (=publish) a video that had been sent for review
- Moderator can reject a video that had been sent for review
- When rejecting, Moderator can comment the rejection
- Notification email is sent to Content contributor about the approval/rejection
- If there is a comment on the rejection, it is there in the email so Content contributor can see why their video got rejected.
Workflow diagram
Roles in the workflow: Content contributors and Moderators
Who is the Content contributor?
Content contributors are administrators who
- can log into the IBM Video Streaming Dashboard
AND
- have a custom role that DOES NOT HAVE any of the following permissions:
- publish videos
- edit published videos
In this workflow they represent an editor role, whereas they upload and edit videos and whenever they are ready, they can submit the video for review.
Learn more about how to set up a Custom role in Enterprise Video Streaming platform
Who is the Moderator?
Moderators are administrators who
- can log into the IBM Video Streaming Dashboard
AND
- have a custom role that HAS the following permissions:
- publish videos
- edit published videos
In this workflow they represent a reviewer role, whereas they are notified about the videos that had been sent for review by the Content contributor and they can decide on approving (and so publishing) or rejecting the video (if that is not appropriate).
Learn more about how to set up a Custom role in Enterprise Video Streaming platform
Enabling the approval workflow
What is the video approval workflow?
Video approval workflow in our Enterprise Video Streaming platform means if a video has been uploaded it needs to be reviewed by an eligible person before it gets published to Video Portal.
For understandable reasons this doesn’t fit into all the different companies’ or departments’ workflows: this might generate unnecessary complexity for departments where there is absolutely no need for checking videos before they go live. That’s why there is a specific way to enable this extra workflow for those personas and / or channels where it is really needed.
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In Enterprise Video Streaming platform there are two ways of uploading videos:
All these uploaded videos can go through a review process if enabled (no matter which way the video had been uploaded), however the second way above (uploading via Portal page) is not globally available in the system yet, but if you wish to have an early access to this feature set please don’t hesitate to contact your Customer Success Representative for more details. |
How can the workflow be enabled?
The approval workflow can be enabled by basically introducing and using the Content contributor role (see also "Who is the Content contributor?"). If no Content contributor role is introduced, then ‘Submit for review’ option is not available for videos (learn more in "Sending video for review" section).
| Tip: If you have a workflow where you would need to enable your colleagues to upload videos in Portal page and you want these videos to go through a basic approval workflow: contact your Customer Success Representative for more details (you can have an early access to this feature set in your Enterprise Video Streaming platform). |
Preparing a video for review
After Content contributor uploads a video, they go to video’s edit page and edit the video if necessary, before sending it to review.
Sending video for review
Whenever Content contributor is ready with editing a video they click ‘Submit for review’ button which will send an email to moderators according to the below (in precedence order):
- Administrators with publish video permission on the channel
- Channel administrators (if there are no administrators with the previous settings)
- Account administrators (if there are no administrators with the previous settings)
- Organization administrators (if there are no administrators with the previous settings)
When hitting the ‘Submit for review’ button the video gets a ‘to be reviewed’ flag as well, which makes it easier for moderators to narrow down the universe to videos that need to be reviewed.
Can Content contributor edit the video after sending it for review?
Yes, Content contributors can edit the video any time until it is published. Submission for review is a signal from the Contributor towards the corresponding channel administrators that they finished editing and sent the video for review. However, this won’t prevent Contributor from adjusting the video before it gets approved.
Getting notification as a Moderator
When Content contributor finishes editing the video, they hit ‘Submit for review’ and this will send a notification email (see template email below) to corresponding administrator/s of the channel.
(See also “Sending video for review” section.)
From this email moderators have the possibility to navigate directly to their ‘task list’ (videos that need to be reviewed) by clicking ‘Review and publish videos’.
The review process
What videos need to be reviewed?
In Enterprise Video Streaming platform, a video gets a ‘to be reviewed’ flag if:
- the video has been uploaded via the Portal page by a Viewer (learn more about this in “What is the video approval workflow?” section)
OR
- the video has been explicitly submitted for review (by Content contributor clicking the ‘Submit for review’ option in Video edit page)
Moderator can see all the ‘to be reviewed’ videos in Video manager page.
Moderators can proceed with the review by clicking ‘Review and edit’ option on a video’s row:
Approving a video
If Moderator thinks the video is appropriate and meets all the requirement (according to company policy), they can approve it by publishing the video. The Contributor (the editor who submitted the video for review) will get an email notification that their video went live.
Moderator can publish the video by clicking ‘Approve and publish’ in the video status bar:
Rejecting a video
If Moderator finds out that the video is not appropriate and doesn’t meet all the criteria, they can proceed with rejecting the video by clicking the arrow next to ‘Approve and publish’ option and there selecting the ‘Reject…’ item:
Adding rejection reason
Moderator can add comments to the rejection so they can let the uploader of the video know about the reason why they are rejecting the video (this comment will be visible for the uploader in the notification email they will get about the rejection):
Getting notification as a Content contributor
Email about approval
If the Moderator has approved the Content contributor’s video (see also “Approving a video” section) it means that the video has been published (approving a video means publishing it).
The uploader (contributor) gets an email notification saying that the Moderator has approved their video:
Email about rejection
If the Moderator found the uploaded video inappropriate they can reject the video and also can add comments why they are rejecting it (see also “Rejecting a video” section).
The uploader (contributor) gets an email notification saying that the Moderator has rejected their video (the rejection comments is added to the email too if exists) and Moderator’s name is also there in the email so the uploader can tell whom to turn to for more details:
Publishing status section: showing the different statuses of the video
