Media App and Playlists

Updated September 1, 2015


The Media App is your one stop spot in Shotgun to browse, manage, and review your media across all your projects. There are two primary modes for the Media App: Global and Project.

The Global Media App is accessible via the Media button in the top Global Navigation Bar and provides you with a view of all your media and playlists across all of your projects. While the Project Media App looks similar, but is access from within a project and shows media and playlists associated with the selected project.




Accessing the Media App


You can get to the Media app from any page in Shotgun via the Media button or within any Project by clicking on the Media link in the Project navigation bar at the top of the page.

The Media app can also be accessed without specifying a Project by navigating to the following URL, replacing the bold italicized text with the base URL for your Shotgun site:

When the page loads, you'll be presented with a Project picker.  You can choose an existing Project or create a new one.


Uploading Media

The easiest way to get media into Shotgun is to drag movies, images and PDFs onto a drop zone in the Media app. Dragging files anywhere over the page highlights the available drop zones with a white, dashed outline. When you release files over a drop zone, we'll instantly create a Version for each file that you dropped and start uploading your media. Once your files have been uploaded, they're queued for transcoding so they can be viewed on the web.

You can continue working in the Media app while your files are being uploaded and transcoded. A blue banner at the bottom of the screen shows the cumulative progress of all active uploads. Versions being processed are indicated in the right pane with uploading media_status_uploading.gif and transcoding media_status_transcoding.gif animations.

When a Version's media has finished transcoding, the thumbnail appears and the transcoding animation changes to a blue play icon media_app_blue_play_icon.png. The Version is ready to be viewed.

If you have set additional fields as required for Version creation, you'll be greeted by the familiar Version Creation menu upon dropping files onto the Media App. This will ensure that all desired fields are populated with the data you need by those creating the Version.



Project Hierarchy Tree

You can easily browse the media on a project via the Project Hierarchy Tree that's on the left side of the screen. This is a visual representation of how your project and media are structured. How data and media are organized in this view is driven by how you've defined your Tracking Settings



Reviewing a Version

You can review any playable Version in the Overlay Player by double-clicking on it in the right pane. A playable Version is any Version that has transcoded media, indicated by a blue media_app_blue_play_icon.png or gray media_app_gray_play_icon.png play button next to its thumbnail.


You can also review Versions in the Review Notes app, the Screening Room Web App or Screening Room for RV. Right-click on any Version and select the desired app from the "Open In" submenu. 

For more about the Overlay Player, Screening Room and Screening Room for RV see the Screening Room documentation.


Defining How Media Opens

You can customize how media is opened within the Media App via the Open in... menu. This helps cut down on clicks if you review local files instead of the web-playable media. 



Viewed and Unviewed Versions

For each Version, Shotgun tracks whether you have viewed that Version in one of its review tools. A Version is "unviewed" by you when it's created and becomes "viewed" when you open it in the Overlay Player, Screening Room Web App, or Screening Room for RV, or when you explicitly mark it viewed. In the Media app, unviewed Versions are indicated with a blue play button media_app_blue_play_icon.png and viewed Versions are indicated with a gray play button media_app_gray_play_icon.png.

Versions can be marked viewed or unviewed in the Media app by right-clicking on them and selecting the "Mark Viewed" or "Mark Unviewed" options in the context menu.


Finding Versions


You can quickly locate Versions that match certain criteria by using the filtering tools on the right side of the Media app toolbar.

When you enter a search term into the "Search Versions..." field and press the return key, any Versions that do not match the entered text will be removed from the page. The "Search Versions..." field is highlighted blue while a text search is active. You can clear the text search by clicking the X icon media_app_search_versions_clear_x.png.

More complex searches can be created using the filter panel, which can be accessed by clicking on the Filter button media_app_filter_button.png. The filter icon is blue media_app_filter_icon_blue.png while filters from the filter panel are active. More about the filter panel can be found here.


Viewing Version Metadata

There are two display modes in the right pane of the Media app: thumbnail mode and list mode. You can change the current mode by toggling the mode switch media_app_mode_switch.png.

Three fields are always displayed for each Version: the Version's thumbnail, its name, and a media status indicator media_app_blue_play_icon.png.  

In thumbnail mode, up to two additional fields can be displayed. You can add, change or remove fields by clicking on the "More" button media_app_more_button.png in the toolbar and selecting the "Fields" submenu.

In list mode, you can display as many additional fields as you wish. Fields can be added or removed by right-clicking on the column header and choosing the "Insert Column" or "Hide Column" options. You can use drag-and-drop to reorder any columns that you've added. The three standard columns (thumbnail, name and media status) cannot be removed or reordered.

If the default row height in list mode is too cramped or not dense enough for your liking, there are two other row height options. You can change the current row height setting by clicking on the "More" button in the toolbar and selecting the "Row Height" submenu. 


Sharing Versions and Playlists via an Internal Link

You can now easily point your colleagues to a specific Version or Playlist with the Copy Internal Version/Playlist Link option. On any Version, right click and - or from the Overlay Playlist's Share icon - select Copy Internal Version Link - and then copy the URL to your clipboard. You can then IM or email this to another Shotgun user for feedback.

You can also do the same for Playlists via the Share button on a Media App Playlist Detail view.




The Media app can also be used to create new Playlists or to manage and review existing ones. Playlists are just ordered lists of Versions. You can use them to prepare review sessions, as dropboxes for artists' work, or just to share a collection of Versions with someone else in your organization.

Smart Playlists


There are four views under the Library section of the Media app's left pane. These provide quick access to a filtered subset of Versions in the current Project. Clicking on any of these views will display the matching Versions in the right pane:

  • My Versions displays all Versions that you created in the Project.
  • Last Import displays all Versions that were created the last time you uploaded media to this Project in the Media app.
  • Unviewed displays Versions in the Project that were created in the last 30 days that you haven't viewed. Viewed and unviewed Versions are explained in detail below.


Finding a Playlist

There are two ways to find a playlist. You can search for it by name via the Find a Playlist search bar. As you type, a list of matching Playlists appears beneath the search field. Selecting one of these Playlists will add it to the top of the Recent section in the left pane and load its contents in the right pane.

If you don't know the name of the playlist or you're just browsing, you can view all playlists via the All Playlist option.



Creating a New Playlist

You can create a new Playlist by clicking on the +Playlist button to the left of the search icon. The new Playlist is given a default name and added to the top of the Recent section. The Playlist's name is immediately editable – after clicking the plus button, you can start typing a new name for your Playlist as soon as it appears.

Just like with Versions, if you have set additional fields as required for Playlist creation, you'll be greeted by the familiar Playlist Creation menu upon dropping files onto the Media App. This will ensure that all desired fields are populated with the data you need by those creating the Playlist.


Recent and Favorite Playlists

In the left pane, Playlists are organized into two sections: Recent and Favorites.

Recent Playlists are ordered by the time that you last accessed them, with the most recently accessed Playlists appearing at the top. Playlists are added to the Recent section when you create them or search for them.

By default, only 5 Playlists are displayed in this section. You can change the maximum number of Playlists displayed by moving your mouse over the "Recent" title and clicking on the clock icon media_app_recents_clock_icon.png. A menu appears that allows you to display up to 50 recent Playlists.

You can remove a Playlist from the Recent section by moving your mouse over its row and clicking on the X icon media_app_remove_recent.png.

You can also favorite a Playlist so that it's always shown in the left pane. Favorite Playlists appear in the Favorites section, under the Recent section. Favorite Playlists are indicated with the star icon media_app_favorite_icon.png.

You can favorite a Recent Playlist by moving your mouse over its row and clicking on the star icon. Clicking the star icon again will unfavorite the Playlist.


Adding Versions to Playlists

You can add Versions to Playlists in the Media app using drag-and-drop. Select one or more Versions in the right pane and drag them over to the left pane. When you start to drag, the available drop zones in the left pane will be highlighted with a white dashed outline. As you move your mouse over a drop zone, the drop zone's outline will turn solid blue. When you release the mouse, the Versions that you dragged will be linked to the Playlist they were dropped on.

You can also drag media from your desktop directly onto Playlists in the left pane. The resulting Versions will be added to the Playlist that the media was dropped on.


Reordering Versions in a Playlist


Versions in a Playlist can be reordered using drag-and-drop. While in list mode, select one or more Versions and drag them across rows. You'll see a horizontal blue line indicating where the dragged Versions will be placed if you release the mouse. As soon as you drop the Versions, the Playlist is updated with the new ordering.

Drag reordering can only be performed in list mode while sorting by Sort Order (the left-most column with the hash "#" in the column header), and only if there are no filters applied. If you attempt to drag-reorder when it's not possible, you'll see a blue banner at the bottom of the page that explains why drag reordering is disabled.


Editing Playlist Details


A Playlist's name can be edited by clicking on it in the header area of the right pane. Below the name is a field for a description. The description is not required, but can be useful for distinguishing between many similarly-purposed Playlists.

If you wish to edit more fields on the Playlist, click the details arrow media_app_playlist_details_arrow.png that appears next to the Playlist name when the mouse is over the header area. This will open the Playlist detail page in a new window.


Reviewing a Playlist


You can review a Playlist by clicking on the play button in the composite thumbnail at the top of the right pane. This will open the Overlay Player with all of the Versions in the Playlist loaded in order.


You can also review a Playlist in the Review Notes App, the Screening Room Web App, or Screening Room for RV. Click the Action menu button at the far right of the screen, next to the Follow and reload buttons. Choose an app from the menu that's displayed.



  • 1
    Doug MacMillan

    How do you turn off the "Introducing the Media App" notification?

  • 0
    Zane Rutledge

    For me it's the "What's New in the Media App" popup. Even after I've watched the "Tour" I still get this annoying popup every time I go to the Media tab. Can you get rid of this??

  • 0
    Jean-Paul LeDoux

    Did you ever get an answer, Doug?  Just today I was alerted to someone who has been silently suffering with an unclosable "Introducing the Media App" notification forever.  Haven't been able to figure out how to get rid of it.  

  • 0
    Doug MacMillan

    Problem went away, sorry no more info.

  • 0
    Matthew Gidney

    How do you get the media app to play back a version and respect the "has slate" field on the version????  ie not play the slate.

  • 0
    Gert Dr

    Is there an option to make a smart playlist by setting some filters so the playlist always updates itself?

Please sign in to leave a comment.