Building a Workflow

How to Upload Video Files

Overview

You'll learn how to upload pre-recorded video files to Workflow for feedback and review. This guide covers uploading existing video files (MP4, MOV, AVI, and other common formats) rather than creating new screen recordings.

What you'll need for this to work

  • A Workflow account with a Creative Seat (required for uploading creative assets)

  • A video file in a supported format (MP4, MOV, AVI, WebM, or other common video formats)

  • Video file size must be 5GB or smaller

Compatibility

  • Supported formats: MP4, MOV, AVI, WebM, and other standard video formats

  • File size limit: 5GB maximum per file

  • Browsers: All modern browsers (Chrome, Firefox, Safari, Edge) support video playback for MP4 and WebM formats. MOV and AVI may have limited browser compatibility.

  • Devices: Videos can be uploaded from desktop and mobile devices

For best compatibility across all browsers and devices, use MP4 format. This ensures your videos play smoothly for all reviewers without requiring additional plugins or conversions.

Before you begin

If your trial has ended or your account is on a free plan, you cannot upload video files or other creative assets. Upgrade to a paid plan to add videos for review.

Important notes about video uploads:

  • Only users with Creative Seats can upload video files. If you see an error message about seat types, ask your Workspace owner to upgrade your seat from Account Settings.

  • Large video files may take several minutes to upload depending on your internet connection speed.

  • You can upload multiple video files to the same task.

Steps

  1. Open the Add Content modal

    From your task board view, click the + button at the top or bottom of any status lane (column). This opens the task creation modal.

  2. Enter a task title (optional)

    Click the Title field and type a descriptive name for your task (e.g., "Review promo video"). If you don't enter a title, Workflow will use your video filename as the task title.

  3. Upload your video file

    You have three options to add your video:

    • Click to browse: Click the Select link in the upload area, navigate to your video file, and click Open.

    • Drag and drop: Drag your video file from your file explorer and drop it into the gray upload box labeled "Select, drop your work or add a website."

    • Upload multiple files: You can select or drag multiple video files at once to attach them all to the same task.

  4. Monitor upload progress

    Your video appears in a list below the upload box with a progress indicator showing:

    • Starting... - Upload is initializing

    • Uploading X% - Upload progress from 0-100%

    • Checkmark icon - Upload complete and file is ready

    Wait for the checkmark to appear before proceeding to the next step.

  5. (Optional) Add task details

    While your video uploads, you can add:

    • Description: Add context or requirements in the description field

    • Assignee: Select who should review the video

    • Due Date: Set a deadline for feedback

    • Labels: Add tags for organization

    • Priority: Set task priority level

  6. Create the task

    Once the upload shows a checkmark (100% complete), click the Add button in the bottom right of the modal. Your task is created with the video attached, and it appears in your selected status lane.

Your video is now uploaded and ready for review! Reviewers can watch the video directly in Workflow and leave timestamped comments or general feedback.

Verify the upload

To confirm your video uploaded successfully:

  1. Click on the newly created task in your board to open it

  2. The video should display with a thumbnail image

  3. Click the play button to start playback

  4. Video controls (play/pause, timeline, volume) should appear at the bottom

  5. The video should play without errors

If you uploaded multiple videos to one task, you can switch between them using the version selector in the top left of the task view.

Troubleshooting

Symptom

Likely Cause

Resolution

Error: "File type not supported"

Video format is not recognized by Workflow

Convert your video to MP4, MOV, or AVI format using a free converter tool like HandBrake or VideoProc, then re-upload. If you believe this format should be supported, contact [email protected].

Error: "File size exceeds 5 GB limit"

Your video file is larger than the 5GB maximum

Compress your video using a tool like HandBrake or trim unnecessary footage to reduce file size, then re-upload.

Upload shows "Starting..." but doesn't progress

Network connectivity issue or temporary server delay

Wait 30 seconds. If it doesn't start, check your internet connection and try again. Click the refresh icon next to the file to retry.

Upload fails or shows error icon

Connection interrupted during upload or server error

Click the refresh icon next to the failed file to retry the upload. If it fails repeatedly, try uploading a smaller test video first to verify connectivity.

"Add" button is disabled

Files are still uploading, trial has ended, or you lack a Creative Seat

Wait for all files to show checkmarks. If files are uploaded but button is still disabled, check if your trial has ended (upgrade required) or if your seat type needs to be changed to Creative Seat.

Video uploaded but won't play

Browser doesn't support the video codec or format

Try opening the task in a different browser (Chrome or Firefox recommended). If it still doesn't play, convert the video to MP4 format and upload a new version.

Video plays but has no sound

Audio track may be missing or in an unsupported codec

Check your original video file to confirm it has audio. Re-export the video with AAC audio codec (standard for MP4) and upload again.

Upload times out after several minutes

File is very large or internet connection is slow

Try uploading during off-peak hours with a more stable internet connection. Consider compressing the video to reduce file size and upload time.

If the Add Content modal closes before your upload completes, the upload is cancelled. You'll need to re-open the modal and upload the video again. Make sure to wait for the checkmark before creating the task.

What's next

Now that you've uploaded your video, you can:

  • Share the task link with reviewers to get feedback - see Getting Started

  • Learn how reviewers can leave timestamped comments on your video - see Feedback

  • Upload new versions after making edits - see Versions

  • Enable approvals to get sign-off on your video - see Approval

Getting help

If you continue to experience issues uploading videos, gather the following information before contacting support:

  • Video file format and size (check file properties)

  • Browser and version you're using

  • Error message text (take a screenshot if possible)

  • Internet connection speed (test at fast.com)

Contact [email protected] with this information for assistance.

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