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How to manage video versions and access history

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Version management is a critical tool for maintaining an organized video production workflow. It helps you track, manage, and revert updates to your video file while preserving a clear record of all changes and associated feedback.

In this article:

What to know before you start

  • Availability: Version Management is available to all users on the Video Settings page.
    A video player screen with a version history drop down showing the current and all past versions of the video.
  • Automatic History: Every time you replace a video file using the official method, a new version is automatically created and recorded in the history.
  • Comment Preservation: Restoring a previous video version will make its footage active. However, comments from other versions will not be deleted; all comments are retained within the Version History.
  • Review Status: The review status indicates the current stage of a video's review or approval process. It appears in the video settings page and helps collaborators stay aligned during production.
    • In progress: The video is being edited, and feedback has not been requested yet.
    • Needs review: The video is ready for feedback and comments.
    • Approved: The video has been finalized and is ready to share.
      A video editor screen showing a model with pink and blue lighting. A status dropdown menu is open and highlighted, displaying video review options: In progress, Needs review, Approved, and Clear status.

How to manage your video versions

All version controls are accessible from the Video Settings page.

To view your version history:

  1. Navigate to the Video Settings page for your clip.
  2. Locate the video name at the top of the page. You will see a version indicator (e.g., V5) next to it.
  3. Click the version history to open the full drop-down.
    A video player screen with a version history popup showing V2 (Current) and V1 (Live Archive), along with a 'New version' button.
  4. Here, you can see a timeline listing all past versions of your video.

To replace your video file:

  1. Open the version history drop-down menu.
  2. Click the + New version.
    Video player screen showing a version history popup with V2 as the 'Current' version and V1 listed below it. A 'New version' button is at the bottom.
  3. Or select Replace from beside the Share button to replace with a new version.
    A dropdown menu from a 'Share' button, with the 'Replace...' option highlighted in a red box.
  4. Select the replacement file from your computer and upload it.
  5. The new file will replace the previous one, and the version number will be incremented (e.g., V5 becomes V6).

To restore a previous version:

  1. Open the version history drop-down menu.
  2. Select the 3 dots beside the version you wish to revert to (e.g., V3).
  3. Select Restore.
    Video player screen showing the version history popup. The three-dot menu next to V1 is open, displaying 'View,' 'Restore,' 'Download,' and 'Delete' options, with 'Restore' highlighted.
  4. The system will create a new version (e.g., V6) that uses the footage from the restored version (V3), and this V6 will become the active version.

To delete a previous version:

  1. Open the version history drop-down menu.
  2. Select the 3 dots beside the version you wish to revert to (e.g., V3).
  3. Select Delete.

To download a previous version:

  1. Open the version history drop-down menu.
  2. Select the 3 dots beside the version you wish to download.
  3. Select Download.

Collaborator and viewer comments

Videos can include two types of comments, depending on where the video is shared: collaborator comments on review links and viewer comments on public video pages. Read in detail about managing comments on your videos.

Comment type Visibility Purpose Who can view or manage it
Collaborator Private. Visible only on review links and within the video settings page. Used for time-coded feedback during the editing and review process. Team members with Can Edit access can resolve, download, or delete comments. Team members with Can Comment access can reply from the video settings page. If comments are enabled on a review link, anyone with that link can add or reply to comments.
Viewer Public. Visible on the main video page. Used for general audience feedback and engagement. Anyone with Can View access can comment. Viewer comments can be locked or disabled from the video settings page.

A dropdown menu for setting access permissions, showing three options: Viewers (Can view), Collaborators (Can comment), and Can edit, along with a Remove access option.

Mentions and notifications

Mentions and notification preferences help manage collaboration and communication across team members and guests. Read in detail about mentioning someone in a comment.

Feature Description
@ Mentions Tag any team member or guest who has previously commented on the video.
Guest commenting Guests must provide their name and email before posting feedback. This enables them to be mentioned in later comments.
Notification preferences Choose comment notification settings for each video: All comments, Only mentions and replies, or None. Team members are opted in to notifications by default.

Making the most of version management

  • Track Feedback: You can see all collaborator comments that were left on any past version, even after restoring a video. This provides a complete audit trail.
  • Review Content: You can click to view any previous version to remind yourself of the content and context of that clip.
  • Clean Slates: Use the Restore function when a version is approved, as it gives you a clean comment slate on the new version (V5 for the client, for example) while fully preserving the V4 comments in history.

Suggested next steps

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