Starting a Studio Session Workflow

When you start a Studio Session you will configure the Session permissions and will be given the opportunity to add documents and invite users as well. Permissions can be changed, documents can be added, and users can be invited after the Session has been created as well.

You will need a validated Studio account to create a Studio Session. If you have not established one yet, do that first.

1. From the Studio tab, go to Start > New Session. The Start Studio Session dialog box appears.

   • If you have not already created an account, the Create Studio Account dialog box appears instead. Create a Studio Account before proceeding.

   
   

2. Enter a name for this Session in the Session Name field. The name does not have to be unique.

3. Click Add to select PDFs to include in the Session, or click Add Open Files to add the files that are currently open in Revu. Files can be added later, as well. See Manage a Session below for more information.

   Note: Adding a PDF with a Legend to a Session will cause the Legend to appear as a Snapshot for as long as it is in the Session. Once the PDF is taken out of the Session, however, the Legend will resume normal functionality and will automatically update to represent changes made to the PDF while it was in the Session.
   

4. Select the desired options from the Permission list. These will apply universal permissions to all Attendees. Check Save, Print, Markup, Markup Alert, or Add Documents to allow Attendees those permissions by default or uncheck them to remove those permissions from Attendees by default.
   • Universal permissions are automatically applied to all attendees who are not subject to individual or group permissions, which can be set up after the Session has been created. See Defining Access and Permissions in Studio Sessions for more information about permissions in Studio Sessions.
5. To restrict access to the Session by email address, select Restrict Attendees by E-mail Address. You will have the opportunity to add allowed attendees on the next screen, or you can do it after the Session has been created (see Manage a Session below for more information). To allow any user with the Session ID to join the Session, uncheck this option.
6. To set an expiration date for the Session, select Session Expires and enter the desired expiration date and time. Expiration dates must be in the future; Revu will not allow a back-dated expiration date.

7. Click OK to save the settings and upload the files. The Session Invitation dialog box appears.

   

   Inviting somebody to a Session automatically adds them as an Allowed Attendee in the Session Settings (see Setting Attendee Access in a Studio Session for more information about Attendee Access). In addition, the invitee is also sent an email containing information about the Session, as well as a link allowing them to automatically connect to the Session. If you do not wish to do this, click Cancel; the Session will be created without invitees. You can send invitations later (see Inviting Attendees to the Session) or add Attendees without sending invitations (see Setting Attendee Access in a Studio Session).

8. The Session Information is shown at the top of the dialog box. To copy this information to the clipboard in order to paste it into another program, such as an email message, IM or other document, click Copy Invitation.

9. To add invitees from the address book of your default email program, click Address Book.

   Note: The email program must be MAPI compliant for Revu to access its address book. The address books from web-based email like Gmail, Hotmail or Yahoo cannot be accessed.

10. To add invitees manually, click. When the Add E-Mail Address dialog box appears, enter the invitee's email address and click OK.
11. To add all the members of an existing Group, click . When the Select Groups dialog box appears, select the desired Group and click OK.
12. To change the email address of an invitee, select the entry and click. When the Modify E-mail Address dialog box appears, enter the new email address and click OK.
13. To remove an invitee, select the entry and click.
14. Enter a Message to add to the invitations, if desired.
15. Click OK. Email invitations will be sent to all the invitees from the Studio server.

1. When in the Session, click Settings on the Studio tab. The Session Settings dialog box appears.

2. Click the Permissions tab.

   

   The default group, Attendees, will be shown, as well as any other Groups that have been previously added to this Session. The Attendees group applies to all users in the Session and its initial permission settings are configured when the Session is created. It cannot be deleted. Most permissions for the Attendees group are set to Deny when the Session is created; a recommended best practice is to give additional permissions to specific users and Groups rather than allow greater access to the Attendees group.
   

3. To add individual users or Groups:
   1. Click. The Add Users/Groups dialog box opens.

   2. Select the desired user or group and click OK. By default, when users and Groups are added they inherit the permissions of the Attendees group.

      Note: Individual users will not appear in the list until after they have accessed the Session for the first time.

      • If you would like to create a new Group or change the membership of an existing one, click Manage Groups. See Studio Groups for more information about creating and managing groups.This function is only available to the Host or administrators (that is, users with Full Control permissions, as described below).

        Note: When creating Groups, keep in mind that Revu will allow somebody to be in multiple Groups within the same Session or Project; when this occurs, that person's permissions will default to whichever is the most restrictive. As such, adding somebody who is already in a Group to a second Group might not have the desired effect, either by not granting expected permissions (because the first Group's are more restrictive), or by imposing undesired restrictions (because the second Group's are more restrictive). Coordination when creating Groups is highly recommended.

4. To change the permissions for a user or Group:
   1. Select the desired user or Group in the Users/Groups list.
   2. Select the desired permission in the Applied Permissions list. A dropdown list arrow will appear to the right of the selected permission.
   3. Select a permission setting from the dropdown list.
      • When defining permissions for the group, the options are Deny or Allow.
      • When defining permission for all other users and Groups, then options are blank, Deny or Allow. Selecting blank will cause the user or Group to inherit the permission defined for the group.
      • The Full Control permission is powerful and setting it to Allow gives the user or Group of users administrator powers. The effects of this are:
        • All permissions for administrators are set to Allow.
        • Administrators can rename the Session.
        • Administrators can finalize the Session.
        • Administrators can manage .

        • Administrators can manage Permissions for other Attendees.

        There are some limits on what administrators can do, however:

        • Administrators cannot block the Host.
        • Administrators do not have access to the Host's (or any other administrator's) Groups.
5. To remove a user or Group, select them and click .
6. Click OK.

1. Click Invite at the top of the Attendees section of the Studio tab. The Session Invitation dialog box appears.

   

2. The Session Information is shown at the top of the dialog box. To copy this information to the clipboard in order to paste it into another program, such as an email message, IM or other document, click Copy Invitation.

3. To add invitees from the address book of your default email program, click Address Book.

   Note: The email program must be MAPI compliant for Revu to access its address book. The address books from web-based email like Gmail, Hotmail or Yahoo cannot be accessed.

4. To add invitees manually, click. When the Add E-Mail Address dialog box appears, enter the invitee's email address and click OK.
5. To add all the members of an existing Group, click . When the Select Groups dialog box appears, select the desired Group and click OK.
6. To change the email address of an invitee, select the entry and click. When the Modify E-mail Address dialog box appears, enter the new email address and click OK.
7. To remove an invitee, select the entry and click.
8. Enter a Message to add to the invitations, if desired.
9. Click OK. Email invitations will be sent to all the invitees from the Studio server.

1. Join the Session.
2. Click Add File in the Documents section of the Studio tab.

3. Navigate to and select the desired file or files and click Open.

   Note: In order to upload or download a file in Studio, the system clock of the local machine must be set up correctly so that it is in sync (within 15 minutes) with UTC, otherwise any attempt to upload or download a file in Studio will result in an error. Update the system clock of the local machine so that it is correct for the time zone specified in its Date and Time settings and try the upload or download again.