Review & approval

Roles#

When you create a share link (Studio and above) you can give each email recipient a role:

• Viewer — sees and downloads, cannot decide, cannot comment.
• Reviewer — can request changes on a file and comment.
• Approver — can approve or request changes, and comment.

Addresses you do not name are viewers. Anyone opening the plain link without a personal invitation keeps the ordinary share-page rules (comments if you allowed them). Roles can be changed after sending from the link's panel; doing so re-arms the reminders.

Deciding on a file#

On the delivery page every file shows its status — Pending review, Approved or Changes requested — and, for the right role, an Approve / Request changes control with an optional note (up to 2,000 characters). Decisions are per file and per version: if the file is replaced, it is pending again. Decisions need the personal link from the invitation or a verified email, so the receipt always says who decided.

You see the same statuses in Files (an approval badge on the row), on the link's receipt, and the sender gets a push for each decision.

Reminders#

Approvers with files still pending are nudged twice: 48 hours after the link was created (Your approval is waiting: …) and 24 hours before the link expires (Last day to approve …). Each reminder goes once.

Comments#

Comments are on by default for every link (turn them off in workspace defaults or per link). Recipients are attributed by their personal link or verified email; otherwise the page asks for a name. Comments are up to 2,000 characters, one reply level deep, and can carry a timecode: type it as 00:12.400 or 00:00:12:10 and Boita reads it at the file's frame rate from the probe.

You receive an email — {author} commented on "{title}" — and a push for each comment. In your own replies you can @mention teammates by first name, full name or email local part; they get {author} mentioned you on "{title}". Mentions are never shown to recipients. Comments can be resolved; removing one needs an admin.

WhatsApp recipients who reply to their invitation land in the same thread, marked (WhatsApp) — see WhatsApp deliveries.

Exports#

From the link's panel (Studio and above):

• Comments (CSV) — id, at, author, from_sender, file, timecode, timecode_ms, body, resolved, parent_id.
• Markers — a tab-separated file for edit suites: name, comment, timecode, colour, with green for resolved, blue for sender notes and red for recipient notes.