Review and publish your first adaptations

In this tutorial, we’re going to send two promoted adaptations for review, act on the feedback, and publish the approved results to the DAM. This is the route every adaptation takes before anyone else in your organisation can use it: approval first, then publishing. By the end, you’ll have two approved adaptations in the DAM, one of them amended after review, and you’ll have found them in Content Portal.

This is part 5 of 6 in the project manager tutorials. Previous: Follow your first project through its workflow. Next: Run your first adaptation project.

Prerequisites

To follow this tutorial, you need:

A user role with at least the Creator role for Reviews, under Adaptation Studio, which lets you create and view reviews. The Standard User role preset includes this. Each role’s permissions are listed in User role presets and permissions.
Two promoted adaptations in My Content > Files, made from the same template. The Spring is here and Summer is here adaptations from Produce your first batch of digital adaptations are ideal, once promoted as in step 4 of Create your first digital adaptation.
A colleague to act as the review’s decision maker. They can follow Make your first review decisions while you follow this tutorial, so you each see both sides of the review.

What you see here depends on your workspace’s configuration. Review presets, and whether your adaptations must be approved before you can publish them, are set up for your workspace. If Publish to DAM isn’t available in step 5, contact your administrator.

What we’ll create

We’ll create a review of our two adaptations, add our colleague as the decision maker, and start it. Our colleague approves one adaptation and rejects the other with a comment. We’ll amend the rejected adaptation, and once it’s approved, tag both with a description and a keyword and publish them to the DAM. Finally, we’ll find them in Content Portal, where everyone with access can now use them.

Between steps 2 and 3, you wait for your colleague’s decisions, and again between steps 4 and 5. Apart from those waits, the tutorial takes about 30 minutes, including the videos, in six steps:

Step 1: Create the review
Step 2: Add a decision maker and start
Step 3: Read the feedback
Step 4: Amend the rejected adaptation
Step 5: Tag and publish to the DAM
Step 6: Find them in Content Portal

Step 1: Create the review

Reviews start in Files, where your promoted adaptations wait.

Create and run a review (2 min 42 s)

This step’s video also covers steps 2 and 3.

We’re going to put both adaptations into one review.

Open My Content by selecting at the top right, then select Files.
Select both adaptations.
Select Create Review.
In the New Review window, set the review details:
- Name: Seasons tutorial review. Reviewers see the name first, so in real work make it describe what they’re reviewing.
- Review Preset: the first preset in the list.
- Deadline: tomorrow’s date.
- Message: Please check the headlines before we publish.
Select Create Review.

You’ll notice that the review opens with its details and its reviewers, which may already be filled in from the preset. It hasn’t started yet, so nobody has been notified.

Step 2: Add a decision maker and start

A review needs someone who can approve or reject. That’s the decision maker.

We’re going to add our colleague in that role, then start the review.

Add your colleague as a reviewer.

Search for them by name. If they don’t have a Storyteq CMP account, enter their email address instead, which gives them access to this review only.
Change your colleague’s role from Reviewer to Decision Maker.
Select Save.
Select Start Review, then select Confirm.

You’ll notice that:

The review is now active.
Your colleague’s status shows as pending.
Your colleague receives an email inviting them to the review.

Keep to one decision maker per review. When the decision maker has decided on every asset, the review finishes and no more feedback can be added.

Now ask your colleague to approve the Spring is here adaptation and reject Summer is here, with a comment saying the headline should read Summer has arrived.

Step 3: Read the feedback

When your colleague has decided, you receive an email with the outcome for each adaptation.

We’re going to open the finished review and read the reason for the rejection.

From the left navigation, open the Reviews page.
Select the Adaptation Reviews tab, then All Reviews.
Find Seasons tutorial review.

Its state shows that it has finished.
Select Launch.
Select the rejected adaptation and read the comment in the comments panel.

You’ll notice that:

Each adaptation is marked approved or rejected.
Selecting the rejected adaptation displays only the comments on that adaptation.

Back in Files, the approved adaptation’s onward actions, such as Publish to DAM, are now available. The rejected one’s are still disabled.

Step 4: Amend the rejected adaptation

Amending an adaptation means recreating it from its template with the changes the reviewer asked for.

Amend an adaptation from feedback (2 min 29 s)

We’re going to change the rejected adaptation’s headline and replace the old version.

In My Content, open Digital Adaptations.
Search for Summer is here and select the adaptation.
Open the adaptation’s menu and select Recreate.

The template editor opens with the adaptation’s existing values.
Change the text to Summer has arrived.
Select Create Asset.
Select Replace Asset.

Replace Asset updates the existing adaptation instead of creating a separate one. When the new version has rendered, you’ll notice that the adaptation’s version number has gone up.
Promote the new version to Files, as in step 4 of Create your first digital adaptation.
Send it for review to your colleague again, as in steps 1 and 2.

Ask your colleague to compare the versions and approve it. They’re doing step 3 of Make your first review decisions.

Step 5: Tag and publish to the DAM

With both adaptations approved, we can publish them. Before we do, we’ll add a description and a keyword, so people can find them once they’re in the DAM.

Publish to the DAM and find your assets (3 min 15 s)

This step’s video also covers step 6.

In Files, select both approved adaptations.
Select to edit them together.
In the description field, enter Seasonal headlines for the spring and summer campaign, then select Apply Changes and Confirm.
Select Add Keywords, choose a keyword that fits, such as a campaign or a season, then select Apply Changes and Confirm.
With both still selected, select Publish to DAM.
If you’re asked to choose a DAM library, choose the first one in the list.
Select Confirm.

You’ll notice that the adaptations are still in Files. Publishing copies them to the DAM, so you keep your own copies.

Step 6: Find them in Content Portal

Let’s check our adaptations from the other side: as assets anyone with access can find.

Open Content Portal.
Search for Summer has arrived.
Clear the search, then filter by the keyword you added in step 5.

You’ll notice that:

Both adaptations are listed, filtered by the keyword you added.
Selecting one displays its description and keywords in the details panel.
They can be downloaded like any other asset.

The finished adaptations

Here’s what we’ve built:

Seasons tutorial review: a review of two adaptations, with your colleague as decision maker.
Spring is here: approved first time.
Summer has arrived: rejected, amended, and approved at version 2.
In the DAM: both, with a description and a keyword, findable in Content Portal.

Conclusion

In this tutorial, you’ve learned how to:

Create a review of promoted adaptations and add a decision maker.
Read the outcome and feedback of a finished review.
Amend a rejected adaptation and replace its old version.
Tag adaptations and publish them to the DAM.
Find published adaptations in Content Portal.

Create and run a review covers every review option. To send approved adaptations elsewhere, use Distribute adaptations and Share adaptations. Understanding My Content explains how this route fits together.