There are multiple reasons why entrants might want to share the files, however, in our experience it is normally due to a freelancer who has worked on a production and is self entering and does not have access to the film.

How to Enable Asset sharing

The sharing of media items is not immediately available to all entrants. To turn on the feature:

1. Log into the Admin Interface
2. Go to Control Centre
3. Click on Configuration Values under System Administration Header
4. Search for Enable media item sharing
5. Click Edit
6. In the Next Page enter Yes in the Value field
7. Click Save & Close

How Entrants Can Share a Media Item Between Accounts

There is a two stage process to sharing a media item, the first is for the entrant who owns the video file to generate the code and the second is for the entrant who requires the asset to link it to their account. We will cover the process for each user below.

Generating the code

1. An entrant must log into the Entrant Interface
2. Go to the Media Library
3. Search for the Media Library item and click on the item
4. On the Settings page click the checkbox for Allow Sharing
5. Copy the Sharing Code
6. Send the code to the recipient via a secure preferred means

Entering the code

1. An entrant must log into the Entrant Interface
2. Go to the Media Library
3. Click Add New File
4. Search for Add Shared Item on the upload screen
5. Enter the code into the Sharing Code field
6. Click Add
7. Click Save and Close
8. The asset will then appear in the Media Library

Note – some functionality is disabled for Shared Items.

Important Note – a Read-Only version of Media Items is also available to Users when:

• An Entry Owner is changed to a new Organisation, so they will still be able to see Media Items;
• An Entry is shared using the Entry Sharing functionality. In this scenario, Media Items can be seen by Users who do not belong to the same organisation as the Entry Owner.

Shared Control for Media Items

Any media uploaded by a shared user will automatically appear in the entry owner’s media library as a shared file. This prevents unnecessary admin overhead and allows entry owners to reuse collaborator-uploaded media instantly across projects.