Reviewing and approving event files, with comments
Add reviewers to an event file, approve or request changes on each version, follow its status, and comment, including the file task statuses an event needs first.
A rigging plot is not done when it is uploaded; it is done when the engineer signs it off. Reviews collect that sign-off on the file itself, version by version, and comments hold the conversation around it. Both live on the file page in the event Drive.
Before You Start: File Task Statuses
Event file reviews run on the event's tasks: each file under review gets a task, and each version a subtask, so review work shows up alongside the rest of the event's tasks. For that, the event needs to know which of its task statuses mean what for a file. Until it does, adding reviewers and comments to event files is refused with a message that file task tracking is not configured.
Open the settings
Map the statuses
Under File task statuses, pick the event task status for each of To Do, In Review, Changes Requested, Done and Archived, then save.
This needs admin access to the event's project management. It is set once per event.
Adding Reviewers
On the file page, open the Reviews tab and click Add reviewer, then pick crew members. Reviewers are set on the file, and each new version is sent to the same reviewers. Adding someone who has no access to the file gives them View access. Adding and removing reviewers needs Admin on the file; removing a reviewer keeps their access.
Approving or Requesting Changes
A reviewer opens the file, makes sure the current version is selected, and chooses Approve or Request changes. Choosing again replaces their earlier response. Only listed reviewers can respond, so add yourself as a reviewer first if you need to sign off. Responses always land on the file's current version, even when an older version is selected.
The version's status follows the responses:
| Responses on the version | Status |
|---|---|
| Every reviewer approved | Approved |
| Anyone requested changes | Changes Requested |
| Otherwise | Awaiting Approval |
A version cannot reach Approved until every reviewer has approved. Uploading a new version closes the review of the previous one and starts a fresh review for the new version, so approvals never carry over to content nobody has seen. A file nobody has reviewed or commented on shows No Status. A deliverable waiting for its first upload shows Incomplete. A version with no reviewers counts as Approved once its review starts, which happens when someone comments, so add reviewers before discussion starts if a file needs sign-off. Reviewers can be added once a file has a version.
Comments
Anyone who can view a file can comment. A comment is added to the file's current version, even when an older version is selected, and stays with that version, so the thread about Version 2 is still there after Version 3 is uploaded. You can edit your own comments. Deleting a comment needs Admin on the file and is permanent.