Review and Approve
Using frame.io Review and Approve from iconik.
Overview
The Review and Approve integration is for content creators and rights holders who need to securely share and receive comments and feedback on pre-release content from iconik to outside their organisation. This integration allows media to be shared securely to frame.io via iconik. External users can comment and annotate within frame.io where they will be synced back to iconik and vice versa.
The integration facilitates the automation of the interchange of such feedback without any manual interaction.
Features and Benefits
| Feature | Benefit |
|---|---|
| Select a single asset or multiple assets when sending a share link. | Allow logical sharing of related assets as part of an approval cycle |
| Determine when to expire the frame.io share link. | Explicitly control access for a pre-determined amount of time. |
| Choose the quality of media file to send, original or proxy. | Ability to determine the quality and length of time it takes to transfer the media. |
| Through access control, determine who has access to share within iconik. | Control iconik users that can invoke this feature. |
| Allow existing and new frame.io users to receive emails and create accounts. | No need to explicitly create the accounts as this is done automatically through the integration. |
| Synchronize comments and annotations on images and videos from frame.io to iconik. | Ensure comments and annotations are available to to the team responsible for making changes to th edit in the tool they are using daily. |
| For non-iconik users, track user name and emails of who made comments. | Ensures clear change control tracking in the primary tool iconik. |
| Deletion of media in frame.io 30 days after the expiration of share links. | Ensure media storage costs are managed within the frame.io side |
| Comment and annotation support on all aspect ratios. | Flexible support and interoperability for all aspect ratios. |
| Ability to keep track of updates on specific iconik versions. | Ensure comments are associated with the appropriate versions to ensure clear change control. |
| Synchronize Status updates between frame.io and iconik. | Ability to enable workflow status tracking between systems. |
| Tracking of iconik sharing through custom jobs. | Keep track of discrete steps within the workflow. |
iconik
The Share via Frame.io custom action is available for Power and Standard users within iconik. This is available from the Collection view or within the Asset Detail page. A single asset or multiple asset can be selected when invoking this action.
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| Image 1 - Asset Info |
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| Image 2 - Collection Info |
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| Image 3 - Metadata View |
- Email Addresses. Enter one or many. Emails will not be saved and must be typed in every time. Type in a new email and press enter to save.
- Review Title. This is what the Folder will be named in iconik.
We recommend this be a universal project and review tracking number to help with workflow.
- Message. This will be included in the text of the email sent.
- Review Link Expiry Date. Date the link will expire. This must be at least 2 days in advance of today or else an email will not get sent.
- Format to Send. Proxy or Original. If not selected, the default will be to send the Original
Version Support
If a new version is created in iconik and this new version is shared, the review link created in frame.io will contain this new asset. This asset will not be related to the original asset in frame.io. Only within iconik. Currently, only comments/annotations for the most recent version will be synced to iconik. Comments/annotations on older versions will not sync and a user won’t receive any error message.
frame.io
Email and Account Creation
Once the form in iconik has been submitted, an email is sent to all recipients in the form as well as the iconik user who sent the review link.
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| Image 4 - Email Invite |
The name of the account that you receive the email invite from is the name of the admin user that owns the authentication mechanism between the systems.
frame.io needs to generate its own proxy version of the same asset which is a task that needs to be completed before the email notification is issued. As such it may take some time before the notification is received.
Create New Account (Optional)
If the email user doesn’t already exist in frame.io, they will be asked to create a new user before being able to access the review link.
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| Image 5 - Account Setup |
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| Image 5.1 - Team Invite |
Inbox Review Links
Now that a recipient user has created their account, they can now review the link and assets within the review link.
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| Image 6 - Inbox Review Links |
A recipient user will only see the Review links that have been shared with them. The Title and the Message from the iconik Share form appear in the inbox. Hovering over the time column will also show the date the link was sent.
Status Updates
The ability to update the asset Status in Frame.io and have this sync back to iconik was implemented to allow for better tracking of the review process between the two systems.
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| Image 7 - frame.io Status |
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| Image 8 - iconik Status |
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| Image 8.1 - iconik Status Metadata Fields |
A new metadata field was added in iconik. This field is available in the following Metadata Views:
bmc_shareViaFrameIoDevelopmentbmc_shareViaFrameIo
Bi-Directional Comments Sync
Complete add, change, and delete of comments works as well as replying to a comment. If a Frame.io review user exists in iconik, that user will show up as making the comments. If a frame.io user doesn’t exist in iconik, the user’s email will display and the user first name and last name will be prepended in the comments.
Comment sync works in both directions, so the segments made in iconik will be synced back to Frame.io.
The current limitation of frame.io is all the comments synced from iconik will be marked as created by the integration user, and the actual author's name will be prepended to the comment body.
Bi-Directional Annotations Sync
All annotation types and colors will sync to iconik. All aspect ratios will also sync properly. 16x9 and 1x1 Annotation in frame.io.
16x9 and 1x1 Annotation Synced to iconik
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| Image - Freeform Compare |
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| Image - Ellipsis Compare |
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| Image - Annotation Mapping |
See Section A.1 for further info on Annotation Mapping and system limitation.
Administration
iconik
Hidden Collections/Assets
A Power User in iconik will be able to see the hidden collections and assets created to track all of the metadata necessary to be able to update iconik metadata, comments, and annotations when they are sent back from Frame.io. Those will be addressed in future releases.
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| Image 9 - Collections View |
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| Image 10 - Asset Detail Page - Link Metadata |
- Metadata View
bmc_shareViaFrameIo - Link will take the user to the assets in frame.io
- File Share Deletion Date is 30 days from the date of the share link expiry date.
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| Image 11 - Asset Detail Page - ID Tracking Metadata |
- Metadata View
bmc_shareViaFrameIoDevelopment. - Only updated behind the scenes to keep track of IDs for updates from frame.io. Only visible when changing the Categories settings on the metadata view.
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| Image 11.1 - Metadata View Categories |
Jobs
A new custom job object was created to track the progress of sending the asset(s) to frame.io and frame.io delivering the emails to the intended recipients.
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| Image 11.2 - Jobs Summary |
Discrete job tracking was implemented. The following steps are tracked.
- Initial share via review link submitted
- Signed S3 URL provided
- Media transferred to Frame.io and proxy generated Email sent
Subjobs will contain:
- Status for every media file transferred. This is important when multiple assets are shared within one review link.
- All email addresses that are sent the review link.
frame.io
Folders and Assets
Within frame.io , Folders under the “Iconik shares” project are created for each share review link request made from iconik. Assets that haven’t already been sent to Frame.io from previous share requests, are stored within these folders. The name of the folders are a concatenation of the Title and the user who sent the request.
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| Iconik Shares Folder |
Watermarking
Global defaults will be used for watermarking. This will be configured within frame.io by the admin.
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| Image 12 - Watermarking Settings |
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| Image 12.1 - Watermarking Settings |
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| Image 12.2 - Watermarking Example |
Appendices
A.1 Annotation Mapping Support
| Annotation Tool | iconik | frame.io |
|---|---|---|
| Freeform Draw | YES | YES |
| Arrow | YES | YES |
| Line | YES | YES |
| Rectangle | YES | YES |
| Ellipse/Circle | YES | NO |
| Text | YES | NO |
Whereby either system does not support a corresponding shape the following mapping principles will apply.
From iconik
- the
Ellipse/Circleshape shall be mapped to arectangleof equivalent/nearest dimensions in frame.io as it is not supported. Textshall not be mapped to frame.io.- frame.io does not support transparency so all the drawings will have full opacity.
A.2 Clean Up
A cleanup function runs automatically in the background that removes unused Share Links and Media within frame.io. This will allow a customer to save costs on storing multiple copies of the same asset. The aforementioned Hidden Collections and Assets in iconik will also be deleted.
The entities will only be deleted if the primary asset is no longer on any active Review Links
The default on every share link will be 30 days + the Expiry Date on the link.
A.3 Other Limitations
This integration DOES NOT work with frame.io V4. Upgrading your account to this version will break the integration.