How to organize project media so your team can find the right files when production moves fast

Keep raw footage, edits and final assets clear inside every project

Every file attached to a project lives in its media section: the raw footage, the editor’s cut, the approved final, and anything you uploaded as a reference. Clipflow converts uploads for playback in the browser, so reviewing does not require downloading a 4GB file first.

Files carry a type and a status, and between them those two fields answer the question that eats most of a producer’s day: what is ready and what is not?

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Media types

Type	What it is
Raw video	What came off the camera
Edited video	A cut in progress
Final video	The approved, publishable file
Sample video	A reference or example

Setting the type matters more than it looks. Automations use it, review filters use it, and an editor opening a project can tell in a second which file they are meant to work from.

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Media statuses

Status	Meaning
Pending	Uploaded, not yet reviewed
Changes required	Feedback left, back to the editor
Reviewed	Looked at, not final
Approved	Signed off
Declined	Not proceeding

Approved is the status that does work elsewhere. It is what the default automation waits for before drafting your posts, so approving a file is often the act that sets the rest of the pipeline going. See How Automations Work.

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Step 1: Upload

1. Open a project and go to Media.
2. Drag files in, or use the upload button.
3. Set the type on each file.

Uploads continue in the background. Clipflow converts them for browser playback, so a file may take a moment to become playable after the upload bar finishes.

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Step 2: Review

Open a file to review it, leave timestamped comments, and set its status. This is covered in full in Media Review and Notifications.

New versions of the same file belong on the file, not as a fresh upload. See Media File Versions.

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Step 3: Work across projects

Combined media

A project’s combined media view gathers everything attached to it, including files on linked projects. It is how you see all the footage for a series without opening each episode.

Copy to another project

Copy a file to a different project when the same asset belongs in both, for example a b-roll clip reused across a series, or a final delivered to a client organization as well as your own.

Copying keeps the original where it is. It does not move the file out from under the project it came from.

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Step 4: Download

Files can be downloaded individually, and a selection can be downloaded as a zip. That is the usual route when an editor needs the raws locally, or a client asks for the finals at the end of an engagement.

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Tips and best practices

Naming and typing

• Set the type on upload. A project full of untyped files puts you back to guessing from filenames.
• One final per deliverable. If there are two files both marked final, nobody knows which one publishes.

Working with editors

• Raw goes up first. Editors should pull from the project, not from a drive link that expires.
• Approve deliberately. Approving triggers automations, so it is a real action, not a tidy-up.
• Use changes required rather than a comment alone. The status is what shows up in a filtered list.

Storage

• Keep reference material as sample video, so it never gets confused with a deliverable.
• Delete rejected takes once the final is approved, unless you have a reason to keep them.

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Frequently asked questions

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Related articles

• Media File Versions: revisions on a single file
• Media Review and Notifications: timestamped feedback
• Transcription: make footage searchable