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  • How to add recordings

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Overview

You can upload existing recordings to Entwine or schedule upcoming recordings. This ensures that existing and new media resources are conveniently accessible from and managed within the same system.
This section provides instructions on how to add recordings to the Entwine system.
The recording must be one of the file types supported by Entwine EMP (such as .avi .m4v .mov .mp4 .wmv, .mpeg , and for audio files .wav .mp3. mp4, .wma .ogg). For a full list of supported file types, see the Entwine Knowledge Base, online www.extron.com.
 

Step-by-Step Guide

 
To add recordings:

  1. Select Main Menu   > Recordings  . The Recordings page opens displaying the recordings in a list table.

2.Click the + Add Recording button. The Add Recording modal window opens, showing the Metadata page. This page is where you enter a variety of information about the recording.

3. Enter or select metadata for the recording.

Note

If any metadata is entered on this page and user attempts to close the Add Recording modal window before completing the creation process, a dialog box opens warning the user that all entered data will be lost on closing.

    • The title is required and must be completed first. Maximum number of characters for the title is 255.
    • Display Date and Display Time fields are the date and time that will display in VideoLounge for the recording. If left blank, these fields are automatically populated with the "scheduled" date and time for scheduled recordings, or with the "created" date and time for uploaded recordings.
    • If a course from the Course drop-down menu is selected, fields that have a double asterisk (**) after the field name are populated by the metadata from the corresponding course settings. This data can be changed as desired.
    • If changes are made to metadata in the fields marked with a double asterisk (*), clicking the Restore Course Defaults{*} button at the bottom of the page resets the values for those fields to the course settings.


4. Click Next. The view changes from the Metadata page to the Source page.

Note

Previous button appears in the lower left corner of this and the other pages in the Add Recording process through to the Summary page. Click the Previous button to return to the previous page, or click on one of the page name circles to return to that specific page.


5. Select a radio button for an option from the Select source panel:

    • Upload existing recording — Select this to upload one or more previously recorded media files. If selected, a Recording elements panel opens below the Select source panel. Proceed to step 6.
    • Schedule single recording — Select this to schedule a one-time recording to be made at a specified date and time and automatically be ingested/uploaded to EMP. If selected, a Schedule panel opens below the Select source panel. Proceed to step 7.
    • Schedule recurring recordings — Select this to schedule a series of recordings (usually for a course) to occur at the same time of day, on the same day(s) of the week, over a period of time, then automatically ingested/uploaded to EMP as they occur. If selected, a Schedule panel opens below the Select source panel. Proceed to step 8.
    6. If you selected Upload existing recording, use the Recording elements panel (see item 6 in the following screen shot) to upload one or more recording files.
Note

Only one file per type of recording element can be loaded.



    1. Determine the category of the recording element (file):
      • Presentation — This category of file is a recording of a slide presentation or similar supporting audio-visual material. This is typically material recorded with a "presentation/source" flavor. For more about recording flavors, see                                               flavor in the glossary.
Note

A presentation file must be a recording of a presentation, either with or without audio. It cannot be a static file, such as a PowerPoint (.ppt) file.

      • Speaker — This category of file usually contains video of a person (the lecturer or presenter) speaking to an audience. This is typically material recorded with a flavor of "presenter/source".
Note

It is possible to add BOTH a Presentation file and a Speaker file, and the recording will be created as a dual stream recording showing both elements. However, if both files contain audio, when played together, the audio for both elements are mixed/blended together. If both audio elements are not perfectly in sync, this could result in poor sound quality.

      • Audio — This category of file contains only audio. If audio is part of either the presentation recording or the speaker recording, you do not need an additional audio recording.|
Note

If you add a "Presentation" or "Speaker" video that contains audio, and then add a separate audio file to this recording element, Entwine ignores the separate audio file and keeps the original audio from the Presentation or Speaker video.


b.Click the Browse button in the row for that type of recording element. A standard file explorer window opens

c.Navigate to and select the recording media file. The name appears in the File name field.

d.Click Open. The file uploads to the EMP server and the file name appears in the field for that type of recording element. The Next button becomes active.

e.Repeat steps 6a to 6d to upload files for the other types of recording elements, if desired.

f.If needed, remove a file by clicking the X button adjacent to the file name field in the Recording elements panel.

g.Proceed to step 9.

 

7. If Schedule single recording was selected, set up the schedule for the recording in the Schedule panel as follows:

 

Note

The My Time (zone) information shown in the Schedule panel is a read-only reference item and cannot be edited.


a. Select a location (capture agent device and location) where the recording will be made from the Location drop-down list. A location is required.

b.If desired, select an option for the inputs (optional). Some capture agents support the ability to designate which AV input to use for a recording. This setting allows you to select that option if the device supports it. For example, a device has two inputs, one of which is connected to a video camera, the other is connected to a video camera and podium microphone. Use this setting to tell the capture agent to use the input that includes the microphone.

c.Then, EITHER 

      • Select the Quick Schedule option (click the Now button) to have the recording made immediately (the start date and start time fields will auto-populate with the current date and time). Set a duration (required) for the recording by clicking the Hours drop-down list and selecting the duration hours (from 00 to 23). Click the Minutes drop-down list and select the minutes (from 00 to 59) from the list. The assigned duration appears in the Duration field. The Next button become available. Proceed to step 9OR
      • Set a date (required) for the recording in the Start date field. Either manually enter the date into the field in yyyy-mm-dd (year-month-date) format or use the date picker tool that pops up below the field (see the step for setting the display date in Adding or Editing Recording Meta data for method). The date appears in the Start date field.  

d.Set a start time (required) in the Start time field. Either manually enter the time into the field in hh:mm a (hour, minute AM/PM) format or use the time picker tool below the field (see the step for setting the display time in Adding or Editing Recording Metadata for method).  The time appears in the Start time field.

e.Set the recording duration, which is required. Click the Hours drop-down list and select the hours (from 00 to 23) for duration. Click the Minutes drop-down list and select the minutes (from 00 to 59) from the list. The duration appears in the Duration field

 


 f. The Next button becomes available.

The following image shows an example of a completed schedule for a single recording.

Proceed to step 9.

8. If Schedule recurring recordings was selected, set up the recording schedule in the Schedule panel as follows:

 

Note

The My Time (zone) information shown in the Schedule panel is a read-only reference item, and cannot be edited

 

    1. Select a location from the Location drop-down list (capture agent device and location), where the recording will be made. The Next button becomes active.
    2. If desired, select an option for the inputs (optional). Some capture agents that support the ability to designate which AV input(s) to use for a recordiing. This setting allows you to select that option if the device supports it. For example, a device has two inputs, one of which is connected to a video camera, the other is connected to a video camera and podium microphone. Use this setting to tell the capture agent to use the input that includes the microphone.
    3. Set a starting date (required) for the group of recordings in the Start date field. This is the date when the first of the recurring recordings will start. Either manually enter the date into the field in yy-mm-dd (year-month-date) format or use the date picker tool below the field. The date appears in the Start date field.
    4. Set an ending date for the group of recordings in the End date field. This is the date when the last of the recurring recordings will start. Either manually enter the date into the field in yyyy-mm-dd (year-month-date) format or use the date picker tool that pops up below the field. The date appears in the End date field.
    5. In the Repeat on row, select the day or days of the week to make the recordings by checking the appropriate checkbox or checkboxes.

    6. Set a start time (required) in the Start time field. All recordings in the group of recurring recordings start at the same time. Either manually enter the time into the field in hh:mm a (hour:minute AM/PM) format or use the time picker tool below the field. The time appears in the Start time field.
    7. Set the recording duration. Click the Hours drop-down list and select the hours (from 00 to 23) for duration. Click the Minutes drop-down list and select the minutes (from 00 to 59) from the list. The duration appears in the Duration field. The Next button becomes active.

 

The following image shows an example of a completed schedule for a set of recurring recordings.

Proceed to step 9.

9. Click Next. The view changes to the Processing page.

10. Select a workflow from the Select workflow drop-down menu. Additional options appear in the Select workflow panel below the name of the workflow. The following image shows an example of workflow options.

Note

Workflows can be set per organization.

 

11. If needed, select or deselect checkboxes and radio buttons to enable or disable processing steps and other options such as publishing locations.

Options for types of comments or flags to add include:

          • Cutting — The recording should be cut or trimmed before publication
          • Review — The recording should be reviewed before publication
          • Closed captions — A closed captioning file should be added to the recording before publication
Note

If any comment or flag option is selected, the option for what to do after the system uploads and ingests the recording changes to "Upload only" so that the file can be trimmed, reviewed, or captioned before publication. Therefore, recordings flagged for cutting, review, or captioning cannot be automatically published, just uploaded and held for further processing.


Options for what to do with the files after Entwine EMP uploads and ingests them include:

          • Upload only — The recording is not automatically published, it is uploaded to EMP and held in the system. This allows administrators or content owners to review the files and further process or add material to the recording before releasing it to a publication site.
          • Upload and publish — The recording is automatically published to whichever publication sites are selected for this option, without requiring a review or further processing.

 

Note

Publication options are configured at the time of deployment based on the needs of your organization, so your options are likely to be different from the examples shown in these instructions. Typical publication sites include LMS systems, VideoLounge, external websites, and other video hosting portals.

 


12. Click Next. The view changes to the Access Policy page, where Access Policy Templates, Groups, and Users can be selected and added to the recording.

Note
  • When adding a recording that is NOT part of a course, the current user (i.e. the creator of the recording) is automatically added to the recording's Access Policy with Read and Write permissions checked.
  • When adding a recording that IS part of a course, the recording will inherit the course's Access Policy.

13. Set read-write permissions.

Permissions can be set individually in the Details panel or can be applied as a predefined permissions template. Applied templates can then be customized as desired.

      • To use an existing access policy template as a starting point, click the Access Templates drop-down menu and select one of the existing access policy templates.



Note

Ad hoc recordings receive an empty access policy by default. Remember to change the access policy prior to publishing to allow proper access to the recording.


The permissions that are included in a template appear in a table within the Access Templates panel. Click Apply. The system then fills in the Details section of the Access Policy with the Groups, Users, and Permissions from the template.
When an Access Template is applied, it overwrites (replaces) any items in the Details section. Only one template can be applied at a time.



Click Apply. The system fills the Details table with the rights access permissions that are configured in the access policy that you selected.

  • To add a Groups and Users:Click the 
    1. Select Groups drop-down, select a Group and click Add. A row in the Added Groups and Users table now displays the added Group. In the table, Groups will have an icon to denote that they are  groups. 
      Repeat this step as necessary until all desired groups have been added to the Added Groups and Users table.

    2. Click the Select User(s) drop-down, select a User and click Add. A row in the Added Groups and Users table now displays the added User. Users added from a connected Active Directory or LDAP system will have an icon to denote that they are directory users. Local users will have no icon. Repeat this step as necessary until all desired users have been added to the Added Groups and Users table.
    3. In the Added Groups and Users table, each row has two checkboxes: Read and Write. The Read checkbox is checked by default, and cannot be un-checked. This means that any group or user added to the Access Policy automatically 
      has read permission and can view the recording in VideoLounge. 
      The Write checkbox is un-checked by default. Checking this box grants the user or group edit permission for the recording in Admin UI.

14. Click Next. The view changes to the read-only Summary page.

The following image shows an example of the Summary page for an uploaded recording.

15. To make changes to any settings:

    1. Click the Previous button, or click on the appropriate page circle in the progress bar to return to the page to make changes.
    2. Change settings as needed.
    3. Click the Next button, or click on the Summary page in the progress bar.

16. Click Create in the Summary page. The Add Recording window closes and Entwine displays a notification that the recording is being uploaded.  For recurring recordings, once the recurring recording schedule is uploaded to the system, one entry appears in the Recordings list for each scheduled date. Entwine EMP appends a sequential number to the end of the title for each recording in the schedule. For example, for a four-recording schedule with a title of "Sample," four rows appear in the list with the following titles: "Sample 1," "Sample 2," "Sample 3," "Sample 4."

Note

When a recording is ingested into Entwine EMP, whether by manual upload or by automatic addition of a scheduled or ad hoc recording, it automatically creates an editing preview version of the recording and stores it as a media asset.