Projects

Projects bring related media together in one place. Use them to keep a service, campaign, series, or other collection organized while you review its assets and coordinate with your team.

Open Projects from the main navigation to browse projects, search by name, and filter them by status.

Create a Project

Create a project when you want to organize a collection that is not managed automatically.

1. Open Projects.
2. Select Create project.
3. Enter a name and, optionally, a description.
4. Open the project to add folders or assets, update its status, and leave comments for your team.

You can also attach a folder or add assets while working in Assets. Projects show the folders and assets that belong to them, making it easier to return to the collection later. When a storage source indexes a base folder, the folders you select in its browser are attached to the correct location in that source.

Share a Project

Editors and Admins can share a project with anyone who has its link. The shared view is read-only and shows the project’s current media, including available previews and transcripts.

1. Open Projects.
2. Open the project you want to share.
3. Turn on Public sharing in the project details.
4. Select Copy public URL, then send the link to your viewers.

The shared page includes the project name, description, status, and current available assets. It does not include project editing controls or comments. Turn off Public sharing at any time to stop the link from working.

Project sharing is separate from sharing an individual asset. Use project sharing when you want to share the collection as a read-only view.

Automatically Create Projects from Folders

Admins can configure a Project Root: a folder whose immediate child folders should become projects automatically. This is useful when a storage source already has a reliable folder convention, such as one folder per service or campaign.

For example, if you make /Campaigns a project root, Grail creates projects for /Campaigns/Easter and /Campaigns/Christmas. It does not create separate projects for folders nested inside those folders, such as /Campaigns/Easter/Social.

1. Open Project Roots from the admin settings menu.
2. Select Add Project Root.
3. Choose the storage source that contains the folders.
4. Browse to the folder you want to use and select Add This Folder.
5. After the storage source completes a scan, open Projects to review the projects created from its immediate child folders.

Note

Automatic projects depend on indexed folders. If an expected project does not appear, make sure the storage source has completed a successful scan and that the folder is an immediate child of the configured project root.

Stop Managing One Folder Automatically

If you delete an automatically created project, Grail treats that folder as dismissed. The folder’s project will not be recreated automatically on later scans. This lets you intentionally exclude a one-off or retired folder without changing your project-root configuration.

To allow the folder to become an automatic project again:

1. Open Project Roots from the admin settings menu.
2. Find the project root that contains the folder.
3. Under Dismissed folders, select Restore next to the folder.
4. After a later completed scan, Grail can create a project for that folder again.

Remove a Project Root

Remove a project root when you no longer want Grail to manage projects from that location.

1. Open Project Roots from the admin settings menu.
2. Select Remove for the root.
3. Confirm the change.

Removing a project root does not delete the projects it already created or detach their folders. Those projects remain available for manual management, but Grail no longer automatically creates or manages projects for that folder’s child folders.