VCTV Workflow - December 2011 V1.2

VCTV Workflow Design
28 December 2011 Version 1.2
VCTV
Workflow Design
December 2011
Prepared for VCTV :
by
Pip Warren
[ Confidential ]
1
IN NO EVENT SHALL AVID BE LIABLE FOR SPECIAL, INCIDENTAL, PUNITIVE, INDIRECT, CONSEQUENTIAL OR MULTIPLE DAMAGES, OR FOR LOSS OF
DATA OR LOSS OF USE DAMAGES (INCLUDING WITHOUT LIMITATION ―DOWNTIME‖) AND LOST PROFITS, ARISING HEREUNDER FROM THE
IMPLEMENTATION OF ANY DESCRIBED WORKFLOW IN THIS DOCUMENT WITH AVID OR THIRD PARTY SOFTWARE SOLUTIONS DESCRIBED IN THIS
DOCUMENT. FEATURES, SPECIFICATIONS, SOFTWARE RELEASE VERSIONS, SYSTEM REQUIREMENTS AND COMPATIBILITY ARE SUBJECT TO
CHANGE WITHOUT NOTICE.
AVID CONSULTANCY AND TRAINING PROJECT TEAM

Mr Duc Tekcast duc.le@tekcast.com.vn
Mr Hanh Tekcast hanh.nguyen@tekcast.com.vn
Terry Loh Project Manager terry.loh@avid.com
Sam Lam Projecy Engineer sam.lam@avid.com
Joon Wong Technical Trainer joon.wong@avid.com
Pip Warren Workflow Consultant pip.warren@avid.com
CUSTOMER TEAM
Mt Chau Senior Systems Engineer VCTV
Mr Son Senior Systems Engineer VCTV
VERSION HISTORY
Version Changes Date Author
1.1 Initial Draft during workflow 19 Pip Warren

definition and design December
2011
1.2 Update – adding audio workflow 28 Pip Warren

and new media management December
practices 2011
Update – POAS ? TBD
DOCUMENT DEFINITION
This document provides a workflow definition for best practise as agreed by the project team, within
the relatively short workflow engagement of 6 days..
This workflow definition follows:
• Two days of various Workflow Workshops were held at VCTV in December 2011.
• Workflow capture, recommendations and onsite training, prepared and delivered by Pip Warren in
December 2011.
Taking the workflow analysis, workflow design workshops, and production requirements into full
consideration, this document details best practise for post production utilising the Avid Interplay
solution.
This workflow best practise has been designed specifically for VCTV and agreed in partnership with
the VCTV project stakeholders where possible.
2
EXISTING WORKFLOW OVERVIEW
VCTV has been using a combination of DVCAM, Avid Express Pro, Adobe Premier and some other
tape formats to produce productions for the cable arm of VTV. All the non linear editing systems are
stand alone units with no shared storage.
The video is normally ingested locally from tape, via a VTR in each edit suite.
When the program is complete, the sequence is converted into an MPG4 file, via Sorenson Squeeze,
and then saved to a mobile hard drive, which is then physically taken to the transmission area for
ingest into the playout server.
RECOMMENDATIONS FOR THE FUTURE WORKFLOW
1. The Media Management (specifically the deletion of media) should be changed so that only
the System Administrators do deletion of the media and metadata :
eg
Editors (regular program editors) Do not delete anything – when they have completed a
program and played it out to tape or saved to a hard drive for
transmission, they should inform the System Administrators
by email that they can now delete the whole project.
System Administrators Should adopt a 2 phase deletion process :

Delete the METADATA of all systems folders AND
the folders of the actual complete programs (see above).
...and then...
Delete the MEDIA from the Orphan Clips folder.
Oversee and manage the Interplay database and

User permissions.
No one else should be deleting any media or metadata (folders, clips, sequences etc).
2. Access to the Interplay should be restricted by channel groups (eg Noi Dung 1, Noi Dung 2,
Noi Dung 3, Noi Dung 4 and BTCT)
3. Naming Protocols are adopted and adhered to by all.
4. Projects and media should not be stored on the same workspace.
5. Due diligence should be taken to avoid the spreading of viruses.
3
NEW TECHNICAL INSTALLATION
Avid Unity MediaNet 5.0

2 x Chassis
32 x 1TB (i1000) Blades
Total storage - 32TB
16TB Mirrored
Interplay
2.4.0
2 x AMS
1 x Capture Manager
Access x 2
Media Composer Editors x 9
Symphony x 1
Assist x 4
ProTools x 1
Media Formats
SD = DV25 420 PAL

Audio = 16Bit
Format = 4:3
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DIAGRAMS OF NEW TECHNICAL INSTALLATION
5
RACKS
6
UNITY MEDIANET STORAGE SYSTEM

UNITY MediaNet is where the workspaces are created and the shared media is stored.
WORKSPACE CONFIGURATION
There are 5 groups of channels in VCTV. Each one has been given their own workspace – this is to
regulate the amount of storage used by a production and also to ensure that an editor can ‗see‘
only what they need to see. The ability to see a workspace is defined by the Connection Manager
log-on.
eg
\\MEFC\NoiDung1
If a user has access to a workspace, it will appear in the list in the UNITY connection manager.
The user can then choose to mount the workspace or not. To capture/render to a workspace it must
be mounted. If the workspace is not mounted the editor can still play media from the workspace, but
capturing to that workspace is not possible. If the workspace is not visible in the Client Manager the
editor can‘t see media on that workspace at all.
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UNITY USER GROUPS AND PERMISSIONS

Workspaces are managed in the UNITY MEDIANET Administration tool. This is for the
administration team only.
The Administration tool is used to create workspaces and users (or user groups) and access rights
can be granted on a user or per-group basis - either No Access, Read, or Read/Write.
For example, in the image below we see the NOIDUNG1 group has READ/WRITE to the
workspaces Media, NoiDung1 and Projects and no access to all the other workspaces.
Anyone else who logs on to UNITY as NOIDUNG1 will have the same workspace access.
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WORKFLOW SUMMARY
Logging on to your System
User access
When a user logs on to the workstation they will have access rights to particular UNITY workspaces
depending on how the Unity Administration tool is configured.
Mounting Workspaces
Workspaces are mounted using the Interplay Connection
Manager – seen in the bottom right corner of the screen. When
a user logs on, the light will be either green or red. Red indicates
that the drives or workspaces are not mounted and the editor
will need to mount them manually.
To do this, right click on the Connection Manager > Choose ‗Manage Connections‘ > Tick the
workspaces you would like mounted > Click ‗Apply‘.
The Projects workspace must be mounted. This is a workspace for Projects, not media, and the user
will need to save projects here, so it must be a read/write access workspace.
However it is not recommended to capture to this workspace (see later).
Normally it is not necessary to change any of the settings and mounted workspaces. However it is
always a good idea to check that the connection is working and the drives are available before
launching the Media Composer.
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Interplay for Editors Workflow
The New Rules
1. Editors MUST NOT delete any ‗shared media‘

2. Editors MUST NOT delete any Avid Projects
(not via Interplay or Windows Explorer)
3. Editor MUST NOT use File > Open Bin to open other
projects or bins
4. Editors MUST REMEMBER the SETTINGS
(Interplay Folder AND Media Creation) before editing.
5. Editors MUST NOT share open Bins
Interplay for Editors :
 If it is off - turn on your computer.

 Login to your computer
Check the UNITY Connection Manager Green is GOOD.
If it is RED - Right Click the icon > Choose ‗Manage Connections‘
and login and mount the workspaces.

Workspaces and Logins
Channel Group LOGIN PASSWORD

Noi Dung 1 noidung1 vctv
BTCT btct vctv
10
eg
Tick this box
Connect (or Mount) to ISIS
If there is a green light it is connected.
Close the Client Manager with the X
 Launch Media Composer

 Navigate to your Project
OR
 Make a New Project
 To Navigate to existing Project > In ‗Select Project‘ Window - Click Folder icon
Click and highlight THE PROGRAMME YOU ARE WORKING ON > Choose the Episode you require
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 To make a new Project > In ‗Select Project‘ Window - Click Folder icon
Navigate to generic folder for the Group eg NOI DUNG 3, in which the project should be created –
STOPPING (highlight) on the folder FOR YOUR GROUP
ie
NOI DUNG 1
or NOI DUNG 2
or NOI DUNG 3
or NOI DUNG 4
 Chose your User Profile – (you must make new settings since the upgrade)
 External > checked
 Click ‗New Project‘

> PROJECTS MUST START WITH THE YEAR
> PROJECTS MUST BE IN CAPITAL LETTERS AND NO SPACES
> PROJECTS MUST BE NAMED :
YEAR_CHANNEL_PROGRAMME_EPISODE OR DESCRIPTION
EG 2011_SPORT_BASKETBALL_EP12
Choose the Format - 25iPAL
Choose the Aspect Ratio - 4:3
Once inside MC : most things are the same, with the addition of Interplay.
You will be prompted for your Interplay login – logon
Asset Manager = IELUS

Login = your personal login
Password = your personal password
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ALWAYS Check the following two things (Media Creation and Interplay Folder):
1. Media Creation (video format in which new media will be created)
> Media Creation > Drive Filtering Tab > Filter network Drives based on resolution > OFF
> Media Creation > Drive Filtering Tab > Filter out system Drive > ON
> Media Creation > Drive Filtering Tab > Filter out launch Drive > ON
> Media Creation > Drive Filtering Tab >always warn (console only) > ON
> Media Creation > Titles Tab > video resolution > MPEG 50 MXF
> Media Creation > Import Tab > Video Drive > THE NOI DUNG YOU ARE WORKING ON –
NEVER „C‟ DRIVE
Click both ‗Apply to All‘ buttons
Click OK
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2. Interplay Target Folder

Settings (Tab in Project Window) . . . . (where on the database will your project be checked into)
> Interplay Folder > Set > IPE > THE NOI DUNG GROUP YOU ARE WORKING ON
Append project to directory path > Check (this will add the Name of the actual project to the target path)
– click OK
If the wrong target path is set towards a part of the database that the user does not have ‗Write‗
permission for, they will get this error message.
To Get Footage from another project or

anywhere in the ISIS Interplay Database :
YOU MUST USE The Interplay Window
(Tools > Interplay Window)
DO NOT USE FILE > OPEN BIN – There

is another way to get media from
another project, which is via the
Interplay Window.
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About Interplay Window
The Real Estate

Tree Structure of Interplay database Contents of the currently selected folder
Double-clicking a clip frame will load it into the editor‘s source monitor.
Columns You can : Sort By, Move / Re-Order, Resize, Add and Delete
Save Layout
Click on Choose Save Layout Choose a name and

Click OK
3 Views available – Click this button to toggle through them

Tabs
Pinning Tabs
This will hold the Tab open up to 10 Tabs
Closing Tabs
Media Search
OR
In Folder Tree > Right Click on Folder to Search in > Choose Search
You can search using various criteria including:
— Text (Clip name, Tape name, Video ID and other User-created text)
— Interplay folder
— Type of clip
— Check-In date/time
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Tip - Make short Keys for Interplay Window and Check In All Bins to Interplay
Using Clips from the Interplay Window

Double Click Head Frame OR Drag and Drop Head frame into Source Window
To Edit with Clips (from IP)
It is best practice to Drag and Drop the Clip into your Bin so it is there for reference.
So, Drag and Drop the Head Frame icon (not the clip icon) into your bin.
Regularly Check-In your work
Right Click on one Bin > Choose Check In Bin To Interplay
OR
Bin > Check In All Bins to Interplay or Check All Open Bins into Interplay
OR
Close Project
Tips
Remember !
F5 to Refresh Interplay
There is no automatic check into the Interplay
There is no Auto-Refresh
Empty bins are not checked in
ALWAYS Find Clips in Interplay - File > Open Bin is CLOSED !
Map Keyboard to have Interplay Window and Check in Open Bins to the F4 Key
Tools > Command Palette > Menu to Button Reassignment On

Project Window > Settings > Keyboard > Click F4 > Tools > Interplay Window
Shift+S Key > Bin > Check in all Bins to Interplay
Close Keyboard and Command Palette
Closing a bin on an Interplay system

Bins are always checked in when you close a Bin and all Bins are checked in when you close a
Project
While working in an Interplay environment, sharing bins simultaneously with other users
(in Media Composer) is not supported. Avoid opening a Bin which is open on another
workstation.
LOGGING OUT
You MUST close the Avid Project your are working on when you leave your workstation for any
length of time. Until you logout (of Interplay) your personal login will identify any subsequent
work done
ie it will look like you did things it Interplay that someone else has done !! Be careful.
16
Exporting from the Media Composer
Playout will be done from an Playout Server located in a different building. Therefore the sequence
created in the Media Composer will be exported as a QuickTime Movie using Sorenson Squeeze
onto a separate hard drive and then delivered to the transmission area and loaded into the payout
server.
Using Sorenson Squeeze

Sorenson Squeeze is a separate application supplied with Avid Media Composer. It is used to
transcode a sequence to many different formats, including DVD, Blu Ray, QuickTime and many
others.
The advantage of using Sorenson is that it can work in the background while the editor continues
working on the Media Composer.
At the time of the December Avid site visit, it was not possible to configure the settings for a correct
export, BUT it is the same method as currently used so the current settings should be used initially
and then tested.
Using Assist for Logging

Four Interplay Assist clients have been installed for logging material prior to editing.
Note : At the time of the workflow and training site visit to VCTV, in December 2011, there was not
enough time to conduct separate Assist training, only a brief overview.
An Assist user can look directly into the Interpaly database and view any material that has been
captured and checked in. This includes material captured via Capture Manager, or via the Media
Composer, whether digitised from tape or imported from XDCAM.
A user can do three things: generate Subclips, add Locators and make simple sequences (called a
shotlist). All of these can be checked into a folder in Interplay for use by editors later.
Play while capture

Another feature of Interplay is that a feed can be ingested on one machine and simultaneously edited
on a different workstation. If the feed is ingested via Capture Manager, the file is available in the
Interplay database in one of the Ingest folders.
The clip will appear in Access with a different icon – the top left hand corner is missing – which
signifies a clip still being captured. A search for items checked in less than 10 minutes ago will
usually find the currently ingesting clips.
The clip can be dragged into a bin like any other and the editor can use it and start editing before the
capture has finished. If the editor tries to go beyond the point that has been captured, a frame saying
―Capture in Progress‖ will appear. The clip will be constantly updated as it is ingested, so more media
will be available to the editor as time progresses.
Preventing digitising on a workspace

Some of the workspaces will be used for Media, but others will be used for projects and other files. It
is advisable not to put Avid Media Files on these drives. A simple way to prevent capturing to these
drives is to create a file with the name ―Avid MediaFiles‖ with no extension, on this drive. Normally
Avid expects to find a folder so if a file exists with the same name as the folder, it cannot save Media
Files on this drive. A file has been created and placed at the root level of the Projects drive and will
prevent the user from capturing to this drive.
17
INTERPLAY ADMINISTRATOR SETTINGS

The Interplay Administrator tool allows certain settings to be applied to the data base. There are
many settings here that are beyond the scope of a standard workflow document. These are
covered in the WG213 Avid Interplay System Administrationistration course which some of the
engineering staff from VCTV have attended. However some settings have an impact on the way the
database behaves from a workflow perspective and these are discussed below.
The Interplay Administration Tool allows the administrators to keep track of the number of objects
on the database by clicking on the Database Information icon. If it reaches more than 1 million,
please try to do more deletion in the system to get it down.
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INTERPLAY USER MANAGEMENT

Note that at the root level, all Users (EXCEPT Administrators) including ―Everyone‖ in this tab
should have ‗No Access‘ to the entire database.
This is by design – they are prevented from seeing the entire database with the exception of the
particular folder(s) that they are working on.
Users are granted access to particular folders in Interplay but prevented from seeing other
programs. The simplest way of doing this is to create groups – one for each Noi Dung.
Once the groups have been created, editors can be added (by copying and pasting from the
Everyone group) and they will inherit the rights of the group they now belong to. Roles only have to
be set when a new group of channels such as a new Noi Dung is created.
These groups are given special access rights in the next section, using the Manage Database
Roles tab.
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Assigning Roles in the Manage Database Roles Tab

Once the groups have been set up, all the special user access rights can be set from the Manage
Database Roles tab. Here each sub-group of Noi Dung editors can be given special access to a
particular folder(s). Below, all the Read/Write/Delete roles are shown, showing the production
folders that are accessible to a group of editors. Any roles in this list that are grey are inherited from
the global assignments on the previous tab. This is the recommended way to manage Users and
User Groups at this site.
To assign a role, select the folder that the group should have access to, the group that needs
access and the type of role they need – either R/W/D or R/W or Read only.
20
Click on Set Role and the box on the

right will appear. Click the middle
button – this will grant access to the
chosen folder and all the folders in the
path to it, but all other parts of the
database will be hidden from the editor.
NB this will only work if the global

role is set to “no access”.
This role has now been defined as a special access role. By clicking on the Special Access Folders
tick button at the top left, you can see all the special access roles that have been set – either for the
whole database or a specific path as shown.
Once all these roles have been assigned, there will be no need to make changes in this setting
unless a new Noi Dung is required.
When an editor logs in to the Interplay Database he or she will now see just the path to the folder(s)
they are working on. The rest of the database is hidden from view.
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INTERPLAY SITE SETTINGS
Delete behaviour
A new feature of Interplay is that you can now force delete locked media. Previously if Editors
chose to lock items in a bin to protect it from deletion, the Media Manager was not able to delete it.
Now there is an option to override the lock and this can be set in the Delete Behaviour setting.
This gives the media manager a tick box to delete locked media if desired.
INTERPLAY APPLICATION
SETTINGS
Forcing Checking In
In the editor database settings – Check in Bins when closing – is set to Always check in.
The clips and sequences are automatically checked into the Interplay Database.
22
INTERPLAY NEW PRODUCTION WORKFLOW
All items of media will be correctly checked into the system and deletion will be performed on a
regular basis, using the Interplay Access application and SHOULD NOT BE MANAGED via
Windows Explorer.
INTERPLAY FOLDER STRUCTURE
The database is divided into sections to reflect the 4 Noi Dung groups. Plus there is a folder for
Capture, which is where all the media that is captured through Capture Manager will be put so
editors know where to look for new captured video.
The typical editor should only see their folder structure

for their own Noi Dung and the Capture folder. All other folders with be hidden. This is dictated by
the User permissions set up in the Interplay Administrator.
It is much easier to delete old material if the folders and Projects are named in a logical fashion. If
the folders and Projects are created without a logical system, bearing no relation to their contents, it
becomes very difficult to find or delete media and also to know if it is required to be kept of the
system or not.
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10.2 INTERPLAY FOLDERS – SYSTEM FOLDERS
In addition to the Project folders there are certain system folders that will always be on the
database, but would normally be invisible to the users. However system administrators and people
with the correct access can see these folders.
CATALOGS
Catalogs is a place for keeping items that are not
needed for the general production workflow. In
addition, certain folders inside Catalogs are created
by the system. For example after a resync, a folder
will be created which will contains the various re-
synced workspaces.
The Interplay database file count does not always

match the UNITY file count for various reasons and
a resync is a way of checking that the database is
correctly up-to-date. Files that have been ‗lost‘ from
the Interplay database are placed in the resynced
folders. The files are generally not or no longer
contained in any sequences, and need to be
reviewed and deleted as necessary (see Deletion
Schedule)
ORPHAN
CLIPS
This is a very important folder and its use will be described
in more detail later. Orphans are clips that have no
association with any other metadata on the database.
When the last remaining iteration of a clip is deleted from
the main database, the clip becomes an ―orphan‖. It is
therefore, by definition, not being used by anyone else.
These will now automatically appear in the Orphan Clips
folder and can be safely deleted following the Deletion
Schedule instructions.
NB after doing a resync a folder may be created in the Orphans folder that contains clips called
__ORPHAN_MEDIA_DO_NOT_USE__XXX etc. These are corrupted files that can not be used and
should be deleted.
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PROJECTS – (PROGRAMS)
This is the general projects area as described above. All the current projects on the system are
checked in here.
UNCHECKED IN AVID ASSETS
Each editor will create media when capturing, rendering

effects or importing etc. Before they are explicitly checked
in to the Interplay project folder, they exist in the
Unchecked in Avid Assets folder (UIAA). It is quite normal
for some items not to be checked in – for example
unused XDCAM clips or rendered effects. However these
all take up space on the database and UNITY, and must
be deleted regularly.
Every editor has automatic R/W/D rights to his/her own

UIAA folder.
Another item that appears by design in the UIAA folder

are pre-computes – when a sequence has various effects
that have been rendered, the rendered effects will appear
in the UIAA folder. If the effect is modified and re-
rendered before checking in, the original effect will never
be checked in and the media will always remain in the
UIAA folder. These must be deleted on a regular basis
(see the Deletion Schedule).
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SENT TO PLAYBACK
This folder contains a record of

all the items that have been
transmitted via send to
playback. (Using the Transfer
Manager). These are dated so
you can see what has gone out
on a particular day and the
folders contain transferred
sequences and audio
mixdowns. Once they have
gone to air, there is no need to
keep the items here and they
are deleted as part of the
deletion schedule. However, at
VCTV there is no Transfer
Manager at this time, so objects
should not appear in this folder.
INTERPLAY NAMING CONVENTIONS

Within the Interplay Database it is desirable to keep folders carefully organised in a standard
structure so that each program has a recognisable folder structure. Capital letters should be used
for all the master folders. Projects should be identified by starting with the year (2012 etc)
eg for a project in Noi Dung 1 group.
PROJECTS
NOI DUNG 1
2012_ND1_PROGRAM NAME
BINS AND FOLDERS (UP TO THE EDITORS)
SEQUENCE NAME (YEAR_PGM_EP NO. OR SEQ NAME_BODY NO.)
A Sequence must always be named so that it can be correctly recognised and easily found.
It is highly recommended that the naming protocols are adhered to.
USERS AND PERMISSIONS

Editors will be assigned a particular UNITY workspace user log-on. This will allow mounting of a
particular group of workspaces.
When opening the Media Composer each user will use their own Interplay log-on which will allow
READ or READ/WRITE access to a particular folder path.
The Interplay login is different from the UNITY login and the combined effect is to restrict and
control the access of the editors to various parts of the database and media storage, so that only
the necessary workspaces and Interplay folders are accessible.
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MEDIA COMPOSER PROJECTS
Projects on Interplay
Media Composer editors must work from within a (Avid) project. The project should be stored on
the relevant shared workspace. Sharing of projects can be done very easily using Interplay – which
is one of the main purposes of the system.
It is now VCTV policy that the projects are stored on the shared workspaces created specifically for
this purpose. All Projects will be created and stored on a separate workspace on the Unity.
Although other users can see other program‘s projects, they cannot ‗see‘ the media because they
have no access to the Interpaly folders and projects.
These folders should be maintained and cleaned up by the editors. This includes keeping a check
on folders and projects that are not in the correct place. Ideally projects need to be organised in a
similar way to the Interplay folder structure – each production should have its own project folder and
within that would be the different projects for the different weekly or daily shows.
Sharing media within a project

Until recently editors were getting access to other project‘s bins by directly opening them using
File > Open Bin.
This practice will cause problems for the user. If an editor shares data by opening a bin from
another project using File > Open Bin, this information is not correctly registered in Interplay. This
will cause discrepancies between what is recorded in Interplay and what is in the editor‘s project.
Interplay is a central database that allows editors to share data – whether it is bins, sequences,
folders or master clips BUT only if it is accessed via the Interplay window.
In future using the Interplay Window must be the only method of sharing media and project
data between one editor or project and another.
In particular no more File > Open Bin!
27
Checking into Interplay

Editors can use the Interplay Window to find clips and to check bins, sequences and clips in and
out of the system. Generally check-in is done automatically when a bin is closed or manually when
the editor ‗checks in‘ a bin into Interplay. If another editor wishes to see the same material he/she
can simply navigate to the same folder from a different workstation and drag the clips/sequences
into their own bin.
Note that when a sequence is checked into Interplay it is a unique item and
undergoes version tracking. This means that if anyone tries to use that
sequence by dragging it into a bin and then the timeline, they will be making
changes to that sequence. If they check it in again, it will be considered a
new version of the same sequence. While this is a powerful feature, it has
important implications. If for example someone decides to use a master
sequence to make a promo and simply loads it into the timeline to make a
cut down, without first making a duplicate, then the master sequence will be
affected. Anyone using someone else‟s sequence should ALWAYS duplicate
the sequence first (CTRL + Drag and Drop the sequence into a bin or folder).
That way the original sequence is not affected.
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PRO TOOLS WORKFLOW
Pro Tools was not installed at the time of the workflow analysis and design, so it is not
possible to detail the Pro Tools workflow at this point.
PLAYOUT AND ARCHIVE
When a sequence is finished it is sent converted into an MPG4 file, using Sorenson Squeeze, and
stored on an portable hard drive. The hard drive is then transported to the transmission area and
that file is copied into the playout server for transmission.
ARCHIVE WORKFLOW
The archive workflow was not discussed due to lack of time.
29
MEDIA MANAGEMENT
It is very important that the database is managed correctly. This means deleting unused media on a
regular basis and keeping the folders in an organised fashion.
The new media management workflow is as follows:
 Editors to no longer do any deletion of the shared media or the shared Projects. It will now
be done by the system administrators.
 Editors decide WHAT is to be deleted, and should inform the system administrators by
email. They should request whole projects are ready to be deleted NOT individual clips.
 System Administrators do the ACTUAL DELETION of MEDIA and all system folders,
according to the Deletion Schedule.
However all editors should still be responsible for keeping their projects tidy and logical – both on
Interplay and on the Media Composer. Note that some clips may still be in use in other folders/bins,
perhaps even in other projects so the editors MUST NOT delete media. A detailed description of
this is given in section later in this document.
Currently, VCTV plan for the system administrators to carry out the deletion
and media management.
However, this is a very time consuming and detailed task, and therefore Avid
recommends that a central role of Media Manager be created so that overall
responsibility for the deletion of media and metadata is handled by one
person.
The new/current recommended rules for managing the media and the
Interplay database are :
ONLY THE SYSTEMS ADMINISTRATION TEAM SHOULD DELETE MEDIA
ONLY THE SYSTEMS ADMINISTRATION TEAM SHOULD DELETE METADATA

(INCLUDING FOLDERS)
STANDARD EDITORS MUST NOT DELETE ANYTHING
ANY MEDIA DELETED BY A NON MEDIA ADMINISTRATION TEAM MUST BE

REPORTED TO SYSTEM ADMINISTRATORS
ALL DELETION MUST BE DONE VIA ACCESS. THERE ARE MANY TOOLS WITHIN
ACCESS TO AID DELETION.
30
BASIC FEATURES OF ACCESS
Choosing and Displaying Panes

There are 5 panes that can be opened in addition to the default database and asset panes. To
activate them select View > and click the tick box for the chosen panes.
Alternatively you can use the keyboard shortcuts as listed within the menu. The recommended
configuration will be to show the shortcuts and saved searches pane at all times and leave the rest
hidden. As and when the object inspector is required in can be toggled on and off with the
Ctrl+Shift+F4 keyboard short cut.
Creating a Shortcut
To avoid having to click through the tree structure of the Folders pane for an item that you work
with frequently you can create a shortcut and then just click the shortcut to open the item in the
Content tab. Shortcuts are stored are private by default, meaning other users do not see your
shortcuts.
To create a shortcut navigate to the item in the database and then do one of the following
a) Right Click and Select Create Shortcut from the context menu
b) Select Edit > Create Shortcut
c) Drag the item to the Shortcuts Pane
The Shortcut is created and added to the Shortcuts Pane
Shortcut Lock Icon
31
To delete a shortcut you have created:
1 Select the shortcut.

2 Do one of the following:
a) Select Delete from the context menu.
b) Press the Delete key.
Assets View Display

The asset viewer provides a flexible interface to view detailed information. The view can be
customized to meet individual user requirements.
Key Description
1 Content View tab: provides access to the Asset browser tree contents.
2 Search tab: provides a flexible and powerful engine for advanced media searches through
the Interplay database.
3 Column Header: lists the metadata fields for each media asset. Content headers can be
modified with the Preset view list. Columns can be resized and reordered as well. Items can
be sorted by clicking on individual content headers.
4 Sort By list: provides a variety of sort criteria to sort the media list view.
5 Preset View list: provides initial preset as well as customizable view columns
individuals can save and reuse to view media.
6 Filters list: changes content viewing option by either showing all assets or
filtering only Avid or File Assets.
7 Text, Storyboard and Frame View buttons: allows you to quickly change the
content display between three different view modes.
8 Size buttons: provides three preset sizes to quickly change window viewing size.
Setting and Saving your Custom Layout

Interplay Access displays a default layout to the user. This is called the Default Preset. The fields
displayed are made available by default by the Interplay system administrator (using the Interplay
Administration tool). The administrator chooses the default displayed fields and makes others
available for optional display.
Users create a custom layout by doing the following:
1 Click Initial Preset

2 Select Properties...
3 Select from the fields made available by the system administrator that will show the information of
interest.
4 Arrange and size the columns to the desired layout by clicking and
dragging on the column headings or the joins between them.
5 Click Initial Preset and select Save View Preset As… and enter a custom
view name
32
Searching for Media – 1 Simple Searching
Simple search provides six search criteria. You select one or more criteria.
The six criteria available in a Simple search are:
• Text: the Name, Tape, User Attributes, Comments and Annotations attributes. This option
allows you to search the text in all attributes.
• Type: for specific media types like master clips, subclips, sequences, group clips, and
effects.
• Category: NOT USED AT VCTV
• Modified: for items checked in/out, imported, or modified in the last 10 minutes, hour, 24,
48, 72 hours, or last week, month, year, or all dates and times.
• In Use: for results that have Relatives (in‐use) or assets that are Relative free (assets which
are safer to delete).
• Video: for items with the specified resolution.
Searches can be cleared using the Clear button, or can be saved for repeat usage using the Save
button.
33
Searching for Media – 2 Extended Search

Extended searches are a more powerful way of finding assets on the database, as multiple search
criteria can be used.
Multiple search criteria can be added by clicking the plus (+) button for ―and‖ criteria and/or clicking
the OR button to add ―or‖ criteria.
Each criteria added contains three drop‐down list boxes:
• The first allows you to select the any attribute name (standard or custom) defined in the
Property Layout in Interplay Administrator. Attributes include Category, Creation Date, Find
Clips (shared/unshared), In Use, Initial or Last Check in, Reserved, Disk Label, Workspace
Name,
and VideoID.
• The second allows you to select the operator that specifies how the values you specify
match the values of the assets for which you are looking. This includes contains, does not
contain, is, is not, starts with, does not start with, ends with, before, after, within, not within,
less than, or greater than.
• The third field is where you enter the fulfilment data or values you want to match. This
includes text, numeric values, time, duration, date, and yes or no.
These searches are very powerful and can also be saved if you use them on a regular basis – for
example when you are deleting objects from the database.
34
PREVENTING ACCIDENTAL MEDIA FROM DELETION

A concern that was raised by VCTV was that media might be deleted while still being used by more
than one person or project. Editors are worried that if they delete something then it may cause other
sequences/clips to go offline. There are two ways of ensuring that the correct things are kept. One
is the use of Reservations and the other is to follow the correct deletion procedure – in particular
using the 2 stage, Orphans Clips folder the media deletion methodology.
Reservations
Reservations are the only way to ensure that items cannot be deleted. Reservations are applied to
folders – not individual items. The red dot is an indication that the folder is reserved. A reservation
can be programmed to expire on a particular date (eg after transmission) or never (recommended).
As a general rule, editors are not

able to apply Reservations. To
prevent them from doing so, the
Administrator can right click on the
folder and choose Security from the
menu. The ability for normal users to
create reservations can be turned off
at any level and all enclosed folders
will inherit the same property.
Only an Administrator can change

this setting and only an
Administrator can remove
reservations.
35
DELETING MEDIA USING THE ORPHANS CLIPS FOLDER
Orphan Clips folder contains clips that have no relatives anywhere else on the database. This folder
can be used to delete items safely. Consider the case of a clip which is being used by a sequence
that is checked into a folder called Day 01. Later, another editor might wish to use a part of that
sequence for a flash back on Day 02. A new sequence will be made that has some media from Day
01 and some from Day 02. This sequence will be checked into the folder for Day 02. It may be that
some more media is being shared by the promo department or some other sequence. Once the
edited sequence for Day 01 has been aired the sequence and all the clips need to be deleted –
except those that are being used by Day 02 etc. As long as only metadata is deleted, and not the
media, then the process is safe. If a clip in Day 01 is not being used by anyone else, it becomes an
orphan and will appear in the Orphan Clips folder. If it is being used, it will still exist in the folder of
Day 02 etc and will not appear in the Orphans Clips Folder.
Media should only be deleted from the Orphans folder. Any media in the Orphans Folder can be
safely deleted as by definition it will not be in use anywhere else.
Two Step Deletion - Overview
First delete the metadata – then the orphan clips.
When a show or episode is finished and aired and

archived it can now be deleted. Using Access, find
the entire folder for that episode/week/day etc and
delete it. The resulting box will appear:
Select everything EXCEPT the media. When you

delete metadata, all the related media assets that
are not being used by anyone else will move to the
Orphan Clips folder. If they are being used in any
other folder on the system, they will remain in that
folder and they will stay online. As you go through
all the folders in a series, more and more clips will
migrate to the Orphan Clips folder where they can
be safely deleted.
36
THE DELETION WORKFLOW
To delete media you must be logged into Access as an administrator or as one of the individual
system administrators (who already have their own login). Administrators have extra powers – such
as the ability to override reservations and the ability to set user rights.
Interplay Access is a tool that allows the user to browse the database, perform searches, and perform
deletion as well as many other functions.
However before using it, there are various settings that have to be changed. First is to turn on ―Full
Menus‖ in the Preferences menu.
37
Access Settings
Next you should turn on ―Show Object Inspector Pane‖ in the View menu.
The object inspector pane give you detailed information about any clip you select. For example, any
other clip or sequence that is related, which folders it may be located, which media workspace it is
saved on and much more.
The Monitor pane, which is on by default, is of no use and can be turned off.
Step One – Delete Metadata

Metadata can be safely deleted by the media managers or system administrators. The simplest way
is to delete the folder for the whole production – or whole project.
When a project has been finished and sent to transmission (via a portable hard drive, as MPG4),
select the project folder in Interplay and click delete. The following delete box appears. Select only
the metadata – in other words only the tick boxes on the left side. Make sure that the media
workspaces or resolutions are not selected.
Now click OK. As long as the items are not reserved, they will be deleted. If someone else is using it,
they will also have a clip in their own project and this is not affected. If no one else is using it, the clip
will become an Orphan Clip and will be moved to the Orphans Clips folder.
If you later decide that the clip should still be saved, it is possible to go to the Orphans folder and drag
the clip back into any other folder to make it available for use again.
Metadata should be deleted on a regular basis, preferably daily is advisable.

There are many locations that can be purged – and these are detailed on the deletion schedule.
38
Step Two – Delete Media from the Orphans Folder

When all the metadata has been deleted, the administrator can now delete it‘s media from the
Orphan Clips folder. Only clips that are not being used by anyone else can be in the Orphans folder.
That is why this two step approach is the safest way to delete media. If no one is using it you can
delete it. If it is still being used, it should not be in the Orphans folder.
39
Although they appear as metadata, an orphan clip is essentially media. On a regular basis (preferably
daily), you should open the Orphan Clips folder and delete the contents. The safest way to do this is
to use a saved search (see next section) and delete items over 24 hours old, and ‗not in use‘. Then
you should run an ‗Update Media Status‘ on the results of the saved search and then select them all,
click Delete an Select All and OK. This will permanently delete all the items – metadata and media.
Remember that deletion cannot be undone – once gone it is gone forever.
The project will still exist on a Media Composer, so it is possible to re-import or re-capture again if
required (if the original video still exists), but within UNITY the media is gone.
40
Saved Searches
The administrator will perform many deletions on a routine basis. It is a good idea to save your
searches so you can quickly find objects and delete them. To view all saved searches, you need to
turn on the Saved Searches Pane which is in the View Menu.
Again this is not on by default. There are two types of search – Simple and Extended. An extended
search allows you to select more than one row of criteria and you can keep adding more filters by
clicking on the + button on the right side.
This search looks for a particular type of object, in this case a rendered effect, which is not in use and
created before last week. A search like this can be saved by clicking the Save button on the right and
it will appear in the saved searches pane. You can save a search as a public (viewed by everyone) or
private (only viewed by the person logging on.
In addition, other searches can be performed to verify the state of the database, even though the clips
might not be deleted. It is a good idea for example to search for all unused clips over a month old to
check that the editors are deleting their old folders correctly. This will vary from site to site and need
to be developed by the Media Administrator over time.
41
Several searches have been saved already – which will look for incoming media in various locations,
unchecked in Avid assets and orphan clips etc. Simply click on the search in the saved searches
pane and the search will take place and the clips will appear below.
These clips can then be deleted as part of the deletion routine.
42
VCTV - Routine System Deletion Schedule
 ONLY THE SYSTEMS MEDIA ADMINISTRATORS SHOULD

DELETE MEDIA or METADATA
 STANDARD EDITORS MUST NOT DELETE ANYTHING
 ANY MEDIA DELETED BY A NON MEDIA
ADMINISTRATION TEAM MUST BE REPORTED TO THE
SYSTEMS ADMINISTRATORS
WHEN WHO WHAT HOW
DAILY
Daily EDITORS ALL FOLDERS, EMAIL THE SYSTEMS ADMINISTRATORS (MR
(when MASTER CLIPS CHAU OR MR SON) AND LIST WHOLE PROJECTS
appropriate AND OR WHOLE FOLDERS TO BE DELETED.
operationally) SEQUENCES (NOT INDIVIDUAL CLIPS)
FOR THEIR
PROGRAM THE SYSTEMS ADMINISTRATORS WILL THEN
THAT HAVE DELETE THOSE FOLDERS - METADATA ONLY
BEEN FINISHED
AND
TRANSMITTED
Daily MEDIA Orphan Clips Delete the contents of the Resync folder in the
ADMINIST Resync Folder Orphan Clips folder
RATION (these are damaged files and cannot be repaired or
TEAM retrieved)
Daily MEDIA Orphan Clips In Saved Searches > Run 2012A
ADMINIST
RATION > Update Media Status (on results only)
TEAM
Delete MEDIA AND METADATA
Daily MEDIA Incoming Media In ACCESS > In Saved Searches > Run 2012B
ADMINIST
RATION Delete ALL METADATA ONLY
TEAM
AND CHECK FOR EMPTY FOLDERS AND DELETE
THEM
Daily MEDIA Catalogs In ACCESS > In Saved Searches > Run 2012E
ADMINIST
RATION Delete ALL METADATA ONLY
TEAM
43
WHEN WHO WHAT HOW

WEEKLY
Weekly MEDIA Unchecked In ACCESS > In Saved Searches > Run 2012C
ADMINIST In Avid
RATION Assets Delete ALL METADATA ONLY
TEAM
Weekly MEDIA WHOLE In ACCESS > In Saved Searches > Run 2012D
ADMINIST DATABASE
RATION OFFLINE > Update Media Status
TEAM CLIPS
OLDER Delete ALL METADATA ONLY
THAN 1
MONTH
Weekly MEDIA RENDERED In ACCESS > In Saved Searches > Run 2011F
ADMINIST EFFECTS
RATION NOT IN USE Delete ALL METADATA ONLY
TEAM OLDER
THAN 1
MONTH
44
WHEN WHO WHAT HOW

MONTHLY
ONCE A MEDIA RESYNC
WEEK ADMINIST In ACCESS > Highlight Whole Database (AvidWG)
(SUNDAY) RATION
TEAM Click Operations > Resync
Choose the workspaces you want to resync > OK

At low user
time of day Do Re-sync
(normally
night-time) After Re-Sync > Navigate to > Catalogs > Resync > Folder
Name of Workspace > Review contents and move files as
necessary > Delete ALL that remain (METADATA ONLY)
Once a MEDIA Deleted In ACCESS > Empty Deleted Items older than one month
Month ADMINIST Items
RATION
TEAM
45
WHEN WHO WHAT HOW

QUARTERLY
Quarterly MEDIA Users, Review list of Users
ADMINIST Roles,
1-Jan RATION Logins, Delete any users that have left VCTV
1-Apr TEAM Workspaces
1-Jul Review all User Roles / Group Roles and adjust if appropriate
1-Oct
Review Workspaces and delete any no longer being used
(check with relevant department first)
NOTE: All Media MUST be deleted using Access BEFORE

the Workspace is deleted.
Quarterly MEDIA Any In ACCESS > In Saved Searches > Run 2011G
ADMINIST Reserved
1-Jan RATION Assets – Review and Delete (METADATA ONLY) as required
1-Apr TEAM not being (including Folders)
1-Jul used for
1-Oct over one
month
Quarterly MEDIA Sent to In ACCESS > In Saved Searches > Run 2011H
ADMINIST Playback
1-Jan RATION Delete ALL METADATA ONLY
1-Apr TEAM
1-Jul CHECK FOR EMPTY FOLDERS AND DELETE THEM
1-Oct
Quarterly MEDIA DVD Back- On Windows Level of PC > Navigate to > My Computer >
ADMINIST up of Projects
1-Jan RATION Projects
1-Apr TEAM Copy all Avid Projects and Attic folders older than 6 months to
1-Jul a DVD.
1-Oct
Delete old projects in the Attic.
THE SCHEDULE ABOVE MUST BE REGULARLY UPDATED BY THE SYSTEM

ADMINISTRATION TEAM AND NEW SAVED SEARCHES CREATED,
DEPENDING ON THE WORKFLOW OF VCTV OVER TIME. THESE SAVED
SEARCHED ARE ONLY A STARTING POINT.
46
47
RE-SYNCING WORKSPACES
Over a period of time, a discrepancy might arise between the number of files that actually exist on
the media workspace and the file count on Interplay. They have been ingested or captured so they
exist as media files on the workspace, but for some reason have not been registered on the
database. In order that the Media Indexer has a correct count of the files it is necessary to do a
Resync from time to time. It is recommended that this happens on a monthly basis (see the
schedule above). In this example we are going to Resync the workspace called CCM.
Click on the entire database (the AvidWG) and choose Resync from the Operations menu.
Choose the desired workspace and click OK. Many workspaces can be done at the same time, but
it uses system resources which might cause a slow down and is best done during the night or when
system use is minimal.
After a while, the system will tell you that the operation has been completed and new files have
been found. These can be found in the Catalogs folder. In here is a folder called Resync and in
here is a folder for each workspace that has been resynced.
The missing files in the ccm folder are shown below.
All of the files in here should be reviewed and if no longer required, can be safely deleted (Metadata
ONLY). They are online, but as the system has no record of their existence they can‘t be part of any
sequence. The first time the Resync operation is done, many files will show up on the workspaces,
but after a while this count will go down and if the Resync is done monthly, fewer files will show up
each time.
48
THE CORRECT PROCEDURE FOR DELETING A WORKSPACE
When a project has finished it is normal to delete the workspace so that others can be created.
It is very important that media is deleted from Access before the workspace is deleted in the
UNITY administration tool. Deleting via the Windows Explorer is strictly forbidden.
The correct procedure is as follows. In this example we are going to delete an existing workspace
called Global_Lobo.
1. In Access > Do an extended search for all the

assets on the workspace to be deleted:
(in this case ―workspace – is – Global_Lobo‖)
2. Delete everything – metadata only (including locked

items). Then delete the metadata AND media on
that workspace inside the Orphan Clips folder. This
will delete everything that Interplay is aware of,
except there still could be media that has not been
checked in.
49
3. Perform a Resync as detailed in the previous section.
If this results in any missing media files appearing in the

Resync folder in Catalogs, delete them too.
4. Check that there are no more media files in the MXF folder(s) on the workspace and remove the
MXF storage location from the Media Indexer. This involves going into the Interplay Framework as
an Administrator and opening up the Storage Configuration for the primary Media Indexer (in this
case it is MI 02). It is good practice to delete from MI 01 as well, even though this is a mirrored
Indexing service.
50
5. Now it is safe to delete all remaining files and folders on the workspace using the Windows Explorer
(this is the only time it is permisable to delete .mxf files via Windows Explorer).
6 Finally delete the workspace from the Unity System Administrationistration tool. Select the
workspace from the list and click the delete button. The Administration tool will not let you delete a
workspace unless it is completely empty.
If the correct procedure is followed, the workspace should no longer appear in the list in the
Interplay workspace search.
51
ENSURE ALL OLD FOLDERS ARE DELETED
Once a show has been aired and archived if required, it is important to delete all the old folders that
have been created and checked into the Interplay database. There could be many folders –
representing bins that have been created by the editors and the names may not always reflect the
contents. They may contain clips that are no longer being used and will thus be taking space on the
media workspace. If these folders contain clips that are duplicates of clips that are being used, it
does not matter. If the clips are deleted, the duplicates that are required to be kept in other projects
will not be affected. Clips that are not being used elsewhere will automatically appear in the Orphan
Clips folder.
SUPPORT AND ESCALATION
If there is a technical or possible workflow issue that arises you should first look to your engineering
department to resolve it. If that does not fix the problem then you must escalate it to your resellers,
who will escalate it further to Avid if they believe it warrants it.
With any technical issue that occurs, please compile a comprehensive detailed description of the
problem and if possible the time(s) and screenshots that might be helpful in the diagnosis.
Other useful resources
Online Library in the Avid Knowledge Base
http://avid.custkb.com/avid/app/selfservice/search.jsp
For more information and for any comments or corrections please contact:
Pip Warren
Professional Services Consultancy
APAC
Avid Technology APAC Pte Ltd
+ 61 (0)411 641 100
Pip_Warren@avid.com
52

VCTV Workflow - December 2011 V1.2

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VCTV Workflow Design

28 December 2011 Version 1.2

CHANGE WITHOUT NOTICE.

AVID CONSULTANCY AND TRAINING PROJECT TEAM

Version Changes Date Author

1.1 Initial Draft during workflow 19 Pip Warren

1.2 Update – adding audio workflow 28 Pip Warren

Update – POAS ? TBD

This workflow definition follows:

EXISTING WORKFLOW OVERVIEW

RECOMMENDATIONS FOR THE FUTURE WORKFLOW

System Administrators Should adopt a 2 phase deletion process :

Oversee and manage the Interplay database and

NEW TECHNICAL INSTALLATION

Avid Unity MediaNet 5.0

SD = DV25 420 PAL

DIAGRAMS OF NEW TECHNICAL INSTALLATION

UNITY MEDIANET STORAGE SYSTEM

UNITY USER GROUPS AND PERMISSIONS

Logging on to your System

However it is not recommended to capture to this workspace (see later).

Interplay for Editors Workflow

The New Rules

1. Editors MUST NOT delete any ‗shared media‘

Interplay for Editors :

 If it is off - turn on your computer.

Check the UNITY Connection Manager Green is GOOD.

If it is RED - Right Click the icon > Choose ‗Manage Connections‘

and login and mount the workspaces.

Channel Group LOGIN PASSWORD

Tick this box

Connect (or Mount) to ISIS

If there is a green light it is connected.

Close the Client Manager with the X

 Launch Media Composer

STOPPING (highlight) on the folder FOR YOUR GROUP

 Click ‗New Project‘

Asset Manager = IELUS

2. Interplay Target Folder

To Get Footage from another project or

DO NOT USE FILE > OPEN BIN – There

About Interplay Window

The Real Estate

Click on Choose Save Layout Choose a name and

3 Views available – Click this button to toggle through them

This will hold the Tab open up to 10 Tabs

Using Clips from the Interplay Window

Tools > Command Palette > Menu to Button Reassignment On

Closing a bin on an Interplay system

Exporting from the Media Composer

Using Sorenson Squeeze

Using Assist for Logging

Play while capture

Preventing digitising on a workspace

INTERPLAY ADMINISTRATOR SETTINGS

INTERPLAY USER MANAGEMENT

Assigning Roles in the Manage Database Roles Tab

Click on Set Role and the box on the

NB this will only work if the global

unless a new Noi Dung is required.

INTERPLAY SITE SETTINGS

INTERPLAY NEW PRODUCTION WORKFLOW

INTERPLAY FOLDER STRUCTURE

The typical editor should only see their folder structure