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Kollaborate 2.5 - Workflows, File Requests, Subtitles, Color Coding and more

We've just released a major new update to our Kollaborate cloud workflow platform for video professionals, with a lot of new features and important changes.


Workflows are an extremely powerful new feature that tells Kollaborate to perform certain tasks on a file when it is assigned a specific workflow. The tasks can range from labelling or marking the file to moving it to a specific folder. It's an easy way of quickly sorting files so they are easier for your team to access.

They are also the new way of getting file approvals from other people on your team. This is considerably more powerful than before and allows you to target specific people or departments as being able to approve files, rather than everyone with approval rights. You can also specify that every single marked person must approve the file before it is considered approved, as opposed to the old system where it was approved simply by the first person to approve it.

Each approval workflow has options for running another workflow when it is approved or rejected, so you could for example run another workflow to automatically highlight approved files and move them to an Approved folder. It also means you can chain approvals together so that an approval on one workflow triggers another approval workflow, allowing a file to filter up to higher members of your team for a decision before it is finally approved.

Another way you could use this is to implement milestones. So Milestone 1 would move the file to a particular project or department, someone works on the file and they then assign it Milestone 2, which moves it onto someone else to work on. Then they assign it Milestone 3 which asks a manager to approve it and then if it is approved it is automatically assigned an Approved status which moves the file to an Approved Files folder.

That's just an example - you can set it up however you like and it's extremely flexible.

We have lots of plans for this in future and are keen to know how customers plan to incorporate this feature into their workflows.

Upload Requests

Need some files from a vendor but don't want to add the person to the project? Send them an upload link. Upload links work just like sharing links but show a file upload page instead of a video player.

Team overhaul

The Team page has been completely overhauled. Each department now has a text box at the bottom that allows you to type in an email address to invite a team member. This is a considerably quicker and simpler way of setting up your team than the previous version.

Positions have been replaced by Roles, which apply a set of default permissions to a user. In a future update you will be able to add your own roles.

Inviting new users to the service is easier than before. Rather than assigning the user a default password, they now receive an activation link. Upon clicking the link they will be asked to choose a password for their account. We feel this is a more user-friendly way of doing things that should result in fewer forgotten passwords. You can also choose to manually send a user the activation link rather than having our system send it if you want to add a personal message.

Another change is that departments are no longer required to have users inside them. This is useful if you just want a private storage area for Admins, as they are not required to be part of a department to see inside it.

Project muting

Don't want to receive alerts from a specific project but still receive alerts from others? You can now mute it. Hover over the project on the Projects page and click the bell icon next to its name.

Subtitle support

You can now view SRT subtitles in the video player. Here's how to do it:

  1. Upload both the video and SRT caption file to your project.
  2. Right-click on the video file on the Files page and click Relationship Editor or go to Actions > Related Files > Relationship Editor.
  3. Click New Relationship.
  4. Browse to the SRT file and choose Subtitles as the relationship type.
  5. Save and go back to the video. You'll now see a green icon at the bottom of the player that will allow you to toggle the captions on and off.

We plan to support additional caption formats in future.

Other Changes

  • File color coding
  • Batch metadata editing
  • New filters on the Files page - show unviewed, with comments, without comments, with revisions and since my last visit
  • Metadata tags are now matched when searching from the Files page (previously you could only do this from the Advanced Search page)
  • Previously if you wanted to see detailed viewing statistics about a link, you would need to send it via the site so it could match the stats to the user's email address. Now in cases where the link is emailed manually and Kollaborate doesn't know who clicked it, the site will show viewing statistics by IP address instead.
  • If you're not viewing a playable file, the comment box is now selected by default to make note-taking easier
  • Many UI changes plus an overhaul of the email skin

The site has also had a complete architecture overhaul where every single page was modified and optimized. We're also running on faster servers and cache data more aggressively which should result in the site being faster than before.

Kollaborate is an essential cloud workflow platform that allows you to share files with clients and team members while integrating with Digital Rebellion apps and services. To find out more, see the overview or register for the free trial.

Posted by Jon Chappell on Feb 15 2017 to DR News, Front Page News, Kollaborate