Client Review Site overview for Shotgun users

The Client Review Site makes reviewing your work with clients easy with secure, one-click sharing. Your clients can access your work on the desktop or while on the go on their mobile device. Client user accounts are free as part of your Shotgun subscription, so there’s no need to worry about additional costs. Notes made on the Client Review Site go directly back into Shotgun linked to all the important things in your project. Below is a detailed rundown of the Client Review Site and how to use it.

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First, add any work you’d like to review with your client to a playlist. You can use the Media App’s drag and drop ordering to sort the playlist to your needs. When it’s ready to go, just click the Share button.

Client Review Site - Preview Mode

Once you’ve clicked on the Share button, a new window will open to show you the Client Review Site in Preview Mode. The view below the blue Preview bar represents exactly what your client will see so you can confirm that everything looks right before you send.

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Above the player you'll see your organization’s name and logo (if provided) and the playlist details. The Client Review Site player uses the same tech as Screening Room - featuring a scrubbable timeline and play/pause controls, frame count, annotation and zoom tools, audio mute, full screen toggle, and player settings. 

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Under the player is version detail information including Version Name and the Reason for Review field. The Version Name area can be adjusted in Settings to display an alternate Client Version Name field if desired (more on that below). The Reason for Review area provides a place for you to enter notes for your client to help set context for why they're looking at the version. [PRO TIP: You can bulk update the Reason for Review field in the Media App by revealing the Reason for Review suggested field.]

A Download Source link will display to the lower right of the player if you allow that option when sharing. This let’s your clients download the file you originally uploaded to Shotgun for offline viewing or to drop into their cut. [PRO TIP: The source movie file is stored on the Version-level Uploaded Movie field.] The link will not appear if you’ve disabled the ability to download the source file when sharing the playlist.

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When you’re satisfied with the Client Review Site Preview and ready to send, click on the Invite People button to reveal the sharing dialog. Begin typing the name or email address of the person you want to share with. You can share with your clients with free Client accounts and traditional Shotgun accounts. Smarts in the Recipient field will automatically remember those who you share with most frequently - providing quick access to those users without having the manage groups. [PRO TIP: You'll receive email notifications about this playlists via Shotgun's standard notifications. If you'd like to receive the nicer looking client-formatted emails, share the playlist with yourself at this step.]

If this is the first time you’ve shared with a client, you’ll need to provide a little information to setup an account for them. The next text box allows you to add a message that will appear in the Shared Playlist Invitation email. Below that you can toggle share-specific settings like the ability to download source or whether to lock the playlist.

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When you’ve successfully shared the playlist, you’ll see a confirmation and a new person-shaped icon appears in the blue Preview bar. That icon represents the Manage Shares menu where you can revoke access to a playlist, reshare the playlist, and see whether your client has accessed the playlist.

The Client Review Site Settings can be found under the gear icon in the blue Preview bar. In the Settings menu there are two tabs - Project and Organization.

Project Settings are specific to the project you’re in and carry over to new projects when the current project is used as a template. A change in this menu only applies to playlists shared from the current project. This allows you to fine tune your settings and keep them with you over time. Included in this menu are default project settings for where you require a password to be entered to access a playlist, when a playlist share expires, control over whether clients can see and create comments, download source media, whether email notifications contain thumbnails, and more. Remember, these are just the defaults; all of these settings can be overridden while sharing a playlist.

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Organization Settings apply to your Shotgun site as a whole and are independent of the project. A change here applies to all playlists shared from the Client Review Site. In this menu, you can setup your Organization Name, list the contact email addresses your clients should contact in the event of a problem, and add an organization logo. [PRO TIP: You can add as many Support Email Addresses as you need - just separate them with commas.]

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After you’ve shared a playlist, your client will receive a Shared Playlist Invitation email. Clients can access your work by clicking on the View Playlist button.

Feedback can be provided by Clients and Shotgun user by entering written notes and annotations in the Client Review Site. To submit a note, click in the note text box to the right - or below depending on your screen size - of the player and type your message. To add an annotation, click on the annotation icon in the Timeline Toolbar and begin drawing directly on the frame. To add an attachment, just drag and drop the file(s) onto the note area and they'll be automatically uploaded. When you're done commenting, click the Comment button - your notes, annotations, and attachments will be sent to everyone on the playlist.

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If you love what you're seeing and would like to approve the Version, you can just click Approve. You don't have to add any other comments, but you can if you'd like. Should you have accidentally approved a version, you can change it back by clicking the Unapprove button. [PRO TIP: Under the hood, we're checking the "Client Approved" checkbox on Versions when someone approves it. The makes it possible to filter for Client Approved versions while not messy around with how you've configured your statuses.]

In addition to creating notes, you can also reply to previously made notes. By replying to a note, you're continuing the conversation about that specific area of feedback. To reply, just click on the Reply button. Replies behave similarly to notes and support written text and attachments.

Everyone on a playlist will receive an email notification whenever a playlist is shared, new notes/replies are made, or new media is added to a playlist. This helps keep everyone up to date on feedback or whenever new work is available. If you're a Shotgun user, you'll receive the standard email notifications as defined by your Email Preferences for Inbox notifications. If you'd like to receive the client-formatted emails, add yourself to the Recipients field when sharing the playlist. If you're receiving too many email notifications, you can control what updates your receive by clicking on the upper right Signed in as..." button and then Email Preferences.

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Client Review Site - Client View

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Upon your client’s first login and depending on your password authentication settings, they’ll be asked to set a password for future access. This password will apply to any playlist shared with them from your Shotgun site. Should your client have an issue accessing the playlist or they forget their password, they can click the Need Some Help? link to send an email to the Support Email Addresses you set in the Preview Mode’s Setting menu.

If you need to manage your client users you can do so via the Client Users page.

Client Users page

On the Client Users page, toggle the columns to show “Password” and “Require a change of password.” To reset a client’s password, click on the link in the Password field, or select “Require a change of password” if you would like the clients to select their own passwords the next time they log in to the Client Review Site.

Client passwords

Clients can review your work by providing written or annotated feedback and with attachments. Notes submitted through the Client Review Site go back into Shotgun connected to all the right things and with special badging. When reviewing on an iOS or Android device, annotations are not currently supported.

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Client Notes in Shotgun

Client Notes are built on the same foundation as a regular note, but with some special additional features. A Client Note is identified by the Note-level Client Note field being checked. This triggers the special badging to help them stand out from other notes, but preserves your ability to filter them just like any other note in Shotgun.

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Finally, since Client Notes usually need to be vetted through creative supervision and production, they will only appear for those with the Can See Client Notes permission enabled. This permission is only enabled for Admins initially (more on that below).

Managing Client Users

While you’ll probably create most of your Client Users in the Client Review Site Preview mode, we’ve also included a Client User page to help with managing their accounts. You’ll find this page in the Admin Menu accessed by clicking on your user profile picture on the upper right of the screen. From the Client Users page you can add a thumbnail, enable/disable, and change the password of a Client User.

Playlist Locking

Locking a playlist helps ensure that a playlist shared out to a client looks exactly the same as when you prepared it. It’s also handy at studios where a lot of different people are working in the same playlist. A playlist can be locked in two main ways - by selecting the lock playlist option when sharing via the Client Review Site or by clicking on the Lock icon on a Playlist Detail Page.

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While a playlist is locked, no changes can be made to it and a banner will appear with details about who locked it. This banner will appear throughout Shotgun - including on Playlist Detail Pages, Media App, Review Notes, Screening Room, and Screening Room for RV. If the user has permission to lock/unlock playlists, they’ll be able to unlock the playlist from within the banner by clicking Unlock.

Site Preferences

There are two Client Review Site-related Site Preference options available. The first controls whether the Client Review Site is enabled. If you turn this option off, the Playlist Share button in the Media App will be disabled and Client Users will no longer be able to access shared playlists. Additionally, no one will be able to access the Client Review Site - this is handy if you ever need to completely shutdown external access to your work. The other preference controls whether IP restrictions are applied to shared playlists (this only applies to those with IP restrictions enabled - contact Support for more details on this Premium Support feature).

Permissions

Permissions for the Client Review Site are found in the Admin Permissions page under the App Permissions > Client Review Site group. The permission labeled “Can Lock Playlists & Share Playlists via the Client Review Site” allows users to do exactly as it says. It also controls whether Client Notes are visible and a user can reply to them. This permission setting is initially enabled only for Admins by default for security purposes.

API

At this time, API support for the Client Review Site is in early stages. We’ll update this documentation as more details are available. If you’re interested in API support, let us know on our Feature Request Support Forum.

Client Review Site for Clients

For more info on how to use the Client Review Site from the Client perspective, head over here.

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