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# System prepended metadata

title: A&E Polaris Product Documentation

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![](https://hackmd.io/_uploads/BJuqVvla5.png)

Last updated: **September 2024**
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**Copyright and Subject to Contract Information** 

The information contained in this document is the proprietary and exclusive property of TMT Insights Group, LLC (“TMT”), except as otherwise indicated. No part of this document, in whole or in part, may be reproduced, stored, transmitted, or used for any purposes without the prior written permission of TMT. This document is not legally binding and does not constitute an offer upon which a binding contract can be formed. All terms and conditions of services to be provided by TMT shall be set forth in a separate agreement executed by all parties.


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# Table of Contents

[TOC]

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# Introduction

Welcome to the Polaris Product Documentation! Our goal is to provide you with comprehensive and user-friendly product documentation to help Polaris users unlock the full potential of our powerful software.

To ensure a seamless and productive experience, we have meticulously organized this documentation around user journeys (**Administrator Guide** and **Customer User Guide**) tailored to various roles and tasks.

Our product documentation caters to user needs and expertise levels from initial setup and onboarding to advanced feature utilization. Whether you are a beginner exploring our software for the first time or an experienced user looking to optimize your workflow, our user journey-based documentation is here to support your success.

The Polaris Product Documentation also contains Polaris resources such as **Concepts**, **API references**, user interface terminologies, naming conventions, and file conventions used in the platform (**Glossary** and **References**).

# What is Polaris?

The **Order Management System (Polaris)** is a **media management platform** that controls, monitors, and surfaces media fulfillment data. Polaris enables users to monitor the health of their business, analyze processes, and provide actionable insight via interactive and customizable visualizations.

Integrated with third-party apps such as SDVI Rally, Polaris combines an **order management system** with **extensible task management queues** to give users a unified view of supply chain data that leverages each core component/integration.

# What's New?

## Search by work item ID

You can now search using a specific ID number. Search by ID defaults according to the selected interface.

> **Limitations**: 
> * Multiple ID search and fuzzy search are not applicable.
> * Search does not accept letters. Should you use the copy-paste function, letters are automatically removed when you enter.

![Search using Search ID](https://hackmd.io/_uploads/SyUlrdg6A.png =60%x)

## Search by Created by and Completed by dates

In **Jobs**, you can filter search results via Created by date and Completed by date.

![Search by Created by Date](https://hackmd.io/_uploads/Hy6AI_gTA.png)

![Search by Completed by Date](https://hackmd.io/_uploads/rkVbIdxaA.png)

## View all Related Files in Grid or List form

In the **Orders > [Order ID] > Related Files** tab, select the appropriate icons to view job-specific files and all files in grid or list form.

![Display Order files in grid or in list form](https://hackmd.io/_uploads/HkDpU-mCC.png)

## Custom pagination

You can now configure pagination displays by 10, 25, 50, or 100 entries per page.

![Screenshot 2024-09-12 at 11.02.04 PM](https://hackmd.io/_uploads/HkzaGYxT0.png)
    
## View related jobs of a Title

* In **Titles**, You can now view all related jobs associated with a Series Episode or Series Episode version via the Related Jobs tab.

    ![Screenshot 2024-09-12 at 11.15.51 PM](https://hackmd.io/_uploads/B1gy8YlpR.png)

## New Bulk File Upload for Orders

* You can now expedite large orders with the new Bulk File Upload feature. This new profile type enables users to efficiently submit orders for numerous jobs, eliminating the need to search and select each required source manually.

    In **New Order > Profile Details**, select the applicable bulk profile. Bulk profiles have an orange icon ![Screenshot 2024-07-24 at 1.10.06 PM](https://hackmd.io/_uploads/HkIKS20_A.png =5%x). Bulk profiles allow you to upload supported text files (ex. CSV) that contain textual information about your bulk order.
    
    ![Screenshot 2024-06-20 at 1.44.42 PM](https://hackmd.io/_uploads/B1auVgfUR.png =100%x)
    
    ![Screenshot 2024-06-20 at 2.24.04 PM](https://hackmd.io/_uploads/S1P5EgM8A.png =100%x)

    ![Screenshot 2024-06-20 at 2.25.34 PM](https://hackmd.io/_uploads/SyIjNxzI0.png =100%x)

## Custom Status Cards

* Status cards are now configurable per User. You can now change the name, color, icons, and mapped Job stages.

    ![Status cards](https://hackmd.io/_uploads/SJREC3A_A.png =100%x)

    ![Status cards 2](https://hackmd.io/_uploads/H1KsTpA_0.png =100%x)

## New Tasks Overview in Dashboard

* You can now add a new Dashboard widget called **Tasks Overview**. 

    ![Tasks Overview](https://hackmd.io/_uploads/rkw_lAR_0.png =100%x)

    Tasks Overview allows you to display all recent tasks or recent tasks assigned to you in the Dashboard interface. This can be added through the customization.

    ![Dashboard customization](https://hackmd.io/_uploads/S1-0eCCdR.png)

## Toggle full-width table

* You can now force tables to use the full-width of the screen by clicking the **Toggle full-width table** icon. This feature allows you to maximize the amount of data displayed for better visibility and analysis.

    The new **Full-width table toggle** feature can be found next to the Refresh and **Column toggle** icons.

    ![Full-width table toggle](https://hackmd.io/_uploads/B1YXQCC_C.png =50%x)

## New Search Filters

* When selecting more than one filter, you now have the option to select all items in filter drop-downs with many options. This makes the filtering process more efficient and user-friendly.

    ![Select All and Clear All filters](https://hackmd.io/_uploads/HyW9XAAOC.png =50%x)

* In the **Orders** interface, there are new filters that allow you to narrow down results using the Customer and Profile criteria, providing more precise and relevant search results.

    ![Use filters](https://hackmd.io/_uploads/rJqBNCAdR.png =100%x)

* In the **Jobs** interface, a new date range filter allows you to filter by **Due Date** and **Created Date**, providing more flexibility in narrowing down their results.

    ![Filter by Due Date](https://hackmd.io/_uploads/SyZRNCROA.png =100%x)

    ![Filter by Created By Date](https://hackmd.io/_uploads/rJJ64AAuA.png =100%x)

## Additional File Manager updates

* Additional helpful indicator improvements in **File Manager** aim to enhance the overall user experience and interface clarity. Improvements are the following:

    * Read-only storage locations are denoted by a lock icon.
    * Archived files will now display a special icon to indicate their archived status, ensuring users are aware that these files are unavailable. Due to limitations, this is only possible in S3 locations.
    * The **Copy to** and **Move to** options are disabled for read-only storage locations, preventing any unauthorized modifications.

        ![Copy To and Move To](https://hackmd.io/_uploads/By3mBRCu0.png =100%x)

# Logging In

You can access Polaris via the following browsers:

**Fully supported:** All the latest stable versions of the following browsers:

>**Note**: A stable version means the browser version has been tested as thoroughly as possible and is as reliable as it was made for. It does not have all the new features of a beta release, nor does it have the latest fixes for browser issues.

* [Chrome](https://www.google.com/chrome/)
* [Safari](https://www.apple.com/safari/)
* [Microsoft Edge](https://www.microsoft.com/en-us/edge)

**Limited support:**
* [Mozilla Firefox](https://www.mozilla.org/en-US/firefox/new/)

To access Polaris:

1. Open a supported browser.
2. Provide your organization email (A) and (B) password to log in to Okta. Click **Login** to continue.

    ![](https://hackmd.io/_uploads/S1ZNjJ_Ti.png =100%x)
    
3. From the My Apps dashboard, click the Polaris app. 

    ![](https://hackmd.io/_uploads/ByjJHc1Jn.png =100%x)

All Polaris users that have single sign-on authorization enabled and access requested should be able to view and click Polaris in their Okta apps list to open the app.

# Navigating Polaris

The following are actionable elements you will be seeing throughout Polaris.

## Switch to Light or Dark mode

Go to **Settings > Appearance** to change your Polaris theme:

![Screenshot 2024-03-15 at 9.56.24 PM](https://hackmd.io/_uploads/SkzGN0ZRT.png =100%x)
    
![Screenshot 2024-03-15 at 9.59.10 PM](https://hackmd.io/_uploads/SkvS4A-CT.png =75%x)

## Set Date and Time format

Go to **Settings > Account** to change your date and time format:

![Screenshot 2024-04-13 at 12.17.07 AM](https://hackmd.io/_uploads/BkmPy1Pl0.png =75%x)

## Customize Dashboard Columns

You can customize how to organize your data charts and columns on your **Dashboard**. This feature helps you simplify the management and visualization of relevant data, by giving you an option for what you want to see upon first opening Polaris.

Follow the steps to customize your **Dashboard**:

1. On the **Dashboard** interface, click **Customize**.

    ![Customize icon](https://hackmd.io/_uploads/BJ4oTACdC.png =100%x)
        
2. To customize the Job Cards, click **Configure** as shown below:

    ![Configure icon](https://hackmd.io/_uploads/rJJD0CRuR.png =100%x)
    
    This action opens up the **Configure Status Cards** modal window.
    
3. Click the drop-down icon of a Job Status Card to open up the customization menu. You can update the Card Name, associate the Job Stage, choose a color, and select an icon.

    ![Customize Job Status Card](https://hackmd.io/_uploads/BJr7yy1t0.png =100%x)
    
4. You may also use the customizations menu to duplicate a new Job Status Card or delete an existing one.

    ![Customization menu](https://hackmd.io/_uploads/ByGp1kJFC.png =100%x)

    > **Note**: Do proceed with caution when duplicating a new Job Status Card or deleting an existing one.

5. Hover your cursor, then click to drag a Job Status Card to your desired order.

    ![Drag to add a Job Status Card](https://hackmd.io/_uploads/H1sSeJkKR.png =100%x)
    
6. Click **+Add New Card** to add a new Job Status Card.

    ![Add New Card](https://hackmd.io/_uploads/rJF6hXeFC.png =100%x)

7. Click **Apply** to save your changes.

    ![Click Apply to save changes](https://hackmd.io/_uploads/H1YHTQetA.png =100%x)
    
    Otherwise, click **Reset to Defaults** to restore to the default configuration.

    ![Click Reser to Defaults](https://hackmd.io/_uploads/HkZjTmxFA.png =100%x)

## Customize Columns

You can customize how your data charts and columns are organized in your Polaris interface. This feature helps you simplify the management and visualization of a larger number of columns, allowing you to create a more user-friendly experience.

1. Click the Toggle Column icon to customize columns in **Orders**, **Jobs**, **Task Management**, and **Titles**.

    ![Screenshot 2024-04-13 at 12.32.11 AM](https://hackmd.io/_uploads/ryGSzywe0.png)
        
2. Customize by clicking any checkboxes, drag-and-drop, or the arrow menu in the middle. Click **Save** to save your changes.

    ![Screenshot 2024-04-13 at 12.35.04 AM](https://hackmd.io/_uploads/r11g7kve0.png =75%x)

3. Click **Reset to Defaults** to restore to the default configuration.

    ![Screenshot 2024-04-13 at 12.36.19 AM](https://hackmd.io/_uploads/Skt77kPx0.png =75%x)
    
## Toggle Full width Table

**Toggle full width table** allows you to force tables to use the full-width of the screen, maximizing the amount of data displayed for better visibility and analysis. 

To activate this feature, click the new **Toggle full width table** icon next to the Refresh and Column toggle icons.

![Toggle full width table](https://hackmd.io/_uploads/r1IcR7eKA.png =50%x)


![Screenshot 2024-06-25 at 5.13.26 AM](https://hackmd.io/_uploads/rJo8cZdU0.png)


## Use Filters and Saved Searches 

Filters and Saved Searches allow you to search and refine the search results of a particular Polaris interface. 

Using a Filter depends on your use case:

1. On the **Orders** interface, the **Status: All** filter is selected by default. Click and select the filter according to Order status:

    ![Screenshot 2024-04-13 at 1.11.00 AM](https://hackmd.io/_uploads/SydSskwlC.png)
    
2. On the **Jobs** interface, **Stage**, **Status**, **Due Date**, and **Managed by** filters are available for use to filter Jobs search results. The **Status: All** filter is selected by default. Click and select the filter according to Job status, stage, or due date:
    
    ![Screenshot 2024-04-13 at 1.14.49 AM](https://hackmd.io/_uploads/SyfXn1weA.png)

3. You can also enter keywords in the search field and save it as a **Saved Search**. For example, type and enter the search keywords in the search field:

    ![Screenshot 2024-04-19 at 2.47.09 AM](https://hackmd.io/_uploads/HkZ6c11b0.png)

    Click **Save Search**, provide a label name for your saved filter:
    
    ![Screenshot 2024-04-19 at 2.48.01 AM](https://hackmd.io/_uploads/S1UZsyk-A.png)
    
    ![Screenshot 2024-04-19 at 2.48.56 AM](https://hackmd.io/_uploads/HkLVjkyb0.png)
    
    Click **Save** when done. A toast notification appears on the upper right side of the platform to confirm that the search filter has been saved.

    ![Screenshot 2024-04-13 at 1.19.53 AM](https://hackmd.io/_uploads/HyjipyPg0.png)
    
4. Click **Saved Searches** to view the drop-down list of your saved searches:
    
    ![](https://hackmd.io/_uploads/rJoESMqxn.png)

5. You can edit the name of a Saved Search filter (by clicking the pencil icon) or delete a Saved Search filter (by clicking the trash or Delete icon).

    ![Screenshot 2024-04-19 at 2.50.03 AM](https://hackmd.io/_uploads/r14do1J-C.png)

6. To export the results of your query or a saved search, click on the **Export Report** icon next to the **Saved Searches** drop-down:

    ![Screenshot 2024-04-19 at 2.51.07 AM](https://hackmd.io/_uploads/BycpjJ1W0.png)

    The report is then exported and downloaded as an Excel file (.csv) to your computer. 

## Refresh content

Clicking the Refresh content icon allows you to retrieve the latest data. 

![Screenshot 2024-04-19 at 2.44.29 AM](https://hackmd.io/_uploads/SyAVcJybR.png)

## Column Toggle

To enable or disable specific columns displayed in your results, click on the **Toggle columns** icon:

![Screenshot 2024-04-19 at 2.53.50 AM](https://hackmd.io/_uploads/Skg_nk1WR.png)

The **Customize Columns** window is displayed. To disable a column, click on any field or drag it (or click the left arrow) to the **Available** column to remove the column item. 

![Screenshot 2024-04-19 at 2.55.07 AM](https://hackmd.io/_uploads/Hk323k1ZR.png)

To revert your latest changes, click **Reset to Defaults**:

![Screenshot 2024-04-19 at 3.00.21 AM](https://hackmd.io/_uploads/HJOyRkJWA.png)

# Polaris Concepts

## End-to-end workflow

Refer to the following sequence diagram for Order workflow:

![](https://hackmd.io/_uploads/S1OWi4sQj.jpg)

An Order is a grouping of Jobs. When a user places an Order, a Job (or Jobs) are then created as line items within that Order. Tasks will then be created (as needed) for specific Jobs based on the *type of profile selected at Order creation*.

1. Place a new order in Polaris (**OMS Order**)
2. This creates new Job/s (**OMS Jobs**).
3. Jobs can have Tasks that can be programmatic or human-driven that are assignable (**OMS Tasks**)

## Customer Profiles

Customer Profiles provide a way to templatize what would be repetitive specification fields at Order Placement. 

![Screenshot 2024-04-26 at 1.01.40 AM](https://hackmd.io/_uploads/H1jDp-_W0.png)

A Customer Profile usually has the following specifications:

A. **Customer Type** - Customer Profile type.

B. **Profile name** - User-entered string text to describe the profile.
> **Note**: A Profile is an admin-created template that pre-populates all required component deliverables for the specified Customer; this profile defines the workflow and technical spec that will be processed for the Job.

C. **Workflow** - The applicable preset or grouping of presets as it has been created and defined in SDVI that the Order will run against.

D. **Components** - Component specs for the Order (Media, Audio, and Subtitle)

E. **Additional deliverable specifications** - Usually assigned to a workflow selected to create the Order.

F. **Email Notification** - Delivery notification template, which is, by default, to be sent to the user who is managing the Order.

## Workflow Types

The following are common workflow types to associate to a Customer Profile:

### Edit

An Edit workflow allows a user to perform any necessary edits to the content. The edit may be for something like content compliance (e.g. violence, foul language) or spec compliance, which may require adding in Title Slates and Commercial Blacks.  Optionally, some workflows will require a Quality Control (QC) step to ensure that the output after the edits meets quality expectations. At that point, QC can approve or reject the edited content. 

### Delivery

The Delivery workflows allow users to select a specific version or file to send to a predefined destination.


### Core Fix Edit

In a Core Fix Edit workflow, Polaris allows the user to select a core version or specific Core file to create a new version (revision). The result is a new version of the core (e.g. Core v001).

## The Dashboard

The Polaris platform is comprised of seven (7) main user interfaces:

* **Dashboard**
* **Orders**
* **Jobs**
* **Task Management**
    * **Tasks**
    * **Pending Assets**
    * **Processing Exceptions**
* **Titles**
* **Ingest Management**
* **File Manager**

The **Dashboard** is the default or main interface upon login.

The Polaris **Dashboard** provides a high-level visualization of content orders and deliverables by **Month** and trends. Users can view Job statuses, click to access Jobs in specific statuses, and even download Polaris reports.

![](https://hackmd.io/_uploads/ryL5Uf9e2.png)

![Screenshot 2024-04-26 at 1.13.58 AM](https://hackmd.io/_uploads/H16u1zuWR.png)
![Screenshot 2024-04-26 at 1.14.07 AM](https://hackmd.io/_uploads/Bk6dyzd-0.png)

### Due Date Range

Upon initial login to Polaris, the filter drop-down defaults to **All Months**. 

To change to a specific month, click the drop-down arrow and select the month you would like to view Dashboard data for.

### Job Status Counts 

The Dashboard displays a counter that indicates the number of Jobs according to the following statuses:

![](https://hackmd.io/_uploads/B1nYybj7j.png)

* **Awaiting Assets**: All Jobs in this status are awaiting source assets to be processed for deliverable creation. 
* **Review**: All Jobs in this status have assets that are being reviewed for deliverable fulfillment.
* **Edit**: All Jobs in this status have assets that are being edited according to specs.
* **Processing**: All Jobs in this status are being packaged as a deliverable.
* **Completed**: All Jobs in this status completed the workflow. 

### Open Jobs Status

**Open Jobs** provides a visualization of all Jobs that are currently unfulfilled in various statuses. Hover over a status in the pie chart to display the percentage of Jobs in that status.

![Screenshot 2024-04-19 at 3.05.31 AM](https://hackmd.io/_uploads/rJyGkgyZA.png)

### Completed Jobs

**Completed Jobs** is an On-Time Delivery trend graph that displays the types of Jobs completed over the last 6 months.

![Screenshot 2024-04-19 at 3.06.08 AM](https://hackmd.io/_uploads/H19Vyl1bA.png)

### Average Times

**Average Times** is a service level agreement (SLA) metrics visualization of the average time spent on Edit tasks and Review Tasks for the selected month.

![Screenshot 2024-04-19 at 3.06.59 AM](https://hackmd.io/_uploads/HkFvkekZA.png)

### Daily Reports

**Daily Reports** allows you to download reports you need for business intelligence. 

![Screenshot 2024-04-19 at 3.07.41 AM](https://hackmd.io/_uploads/S1Xqkxyb0.png)

## Orders

The **Orders** interface displays a high-level view of all Orders and their Order details. It also provides the ability to view all related Jobs at a high level within an Order and download the information as a business intelligence report. You can also place a new Order using the **+ New Order** button.

![](https://hackmd.io/_uploads/r1LSl1tl3.png)

![Screenshot 2024-04-26 at 1.16.05 AM](https://hackmd.io/_uploads/ryFJezubR.png)

## Jobs

The **Jobs** interface offers a high-level view of all Jobs without Order grouping, Job details, and even downloads all information as a business intelligence report. It also provides quick links to the associated Job Cards.

![](https://hackmd.io/_uploads/ryuAckYe3.png)

![Screenshot 2024-04-26 at 1.17.09 AM](https://hackmd.io/_uploads/rkOmxzdZA.png)

### Job Card

A Job Card is a document or electronic record that provides detailed instructions and information about a specific Job. The details in a Job Card are used to plan, schedule, track, and monitor the progress of a Job throughout its lifecycle, from initiation to completion.

To view the Job Card of a specific Job, select and click any Job from the **Jobs** interface, and click the Job ID link. You may also hover your cursor along the Job item, click the 3-dot icon on the far right, and then select **View Job**:

![Screenshot 2024-04-26 at 1.18.28 AM](https://hackmd.io/_uploads/By12lfdWC.png)

Any of these actions opens the **Job Card**, which contains a more detailed insight about the Job.

![Screenshot 2024-04-26 at 1.22.49 AM](https://hackmd.io/_uploads/rkhObz_ZA.png)

The **Job Card** also contains navigable tabs to access more information about the Job, including:

1. **Assets**
2. **Additional Info**
3. **Related Tasks**
4. **Title Overview**
5. **Related Files**

#### Assets

The **Assets** tab, which is displayed by default, displays the following:

![Screenshot 2024-04-26 at 1.24.36 AM](https://hackmd.io/_uploads/r1w1fzOZC.png)

* **Requirements**: The total number of source assets needed to fulfill the Job.
    > **Note**: The source asset filename is displayed once fulfilled.
* **Deliverables**: The components needed to create the deliverable needed to fulfill the Job, including **Media**, **Audio**, and **Subtitle**.

#### Additional Info

The **Additional Info** tab displays additional info that was required for the Job's specific workflow.  What is displayed in this tab varies by the profile/workflow.

![Screenshot 2024-04-26 at 1.25.39 AM](https://hackmd.io/_uploads/HyYXzMdZR.png)

#### Related Tasks

The **Related Tasks** tab displays all tasks related to completing the Job. Authorized users can also perform Task actions such as adding notes or checking Task history.

![Screenshot 2024-04-26 at 1.27.12 AM](https://hackmd.io/_uploads/HkLFzMu-R.png)

#### Title Overview

The **Title Overview** tab displays media metadata and synopsis similarly to that found in the **Titles** interface.

There is also a button that is a quick link to the Title Record that matches your Job:

![Screenshot 2024-04-26 at 1.28.42 AM](https://hackmd.io/_uploads/Sku1QM_-C.png)

#### Related Files

The **Related Files** tab allows users to access and download all related files located in Rally to complete the Job. Users can also copy the filenames and file links.

![Screenshot 2024-04-26 at 2.31.22 AM](https://hackmd.io/_uploads/HJLcZQd-A.png)

## Task Management

**Task Management** refers to the process of organizing, assigning, scheduling, and tracking tasks related to the production, distribution, and delivery of media content. The **Task Management** interface enables users to manage steps that require human intervention/action in any part of the workflow process.

**Task Management** has three sub-interfaces, mainly:

* **Tasks**
* **Pending Assets**
* **Processing Exceptions**

To navigate to any of the **Task Management** queues, click on **Task Management** on the navigation bar. 

![](https://hackmd.io/_uploads/HkZktZ9xn.png)

![](https://hackmd.io/_uploads/HykjTWSk2.png)

### Tasks

The **Tasks** interface allows users to view and manage all Tasks.

![](https://hackmd.io/_uploads/SJ4B0ZBk3.png)

![Screenshot 2024-05-01 at 4.56.27 AM](https://hackmd.io/_uploads/SkZGoCR-R.png)

#### Show Future Tasks

Polaris now offers users the ability to see Future Tasks so users can annotate Tasks before them being ready to be worked on.

To view future Tasks, click **Show Future Tasks** as shown below:

![Screenshot 2024-04-26 at 2.34.40 AM](https://hackmd.io/_uploads/rysIGQObR.png)

#### Task Card 

Similar to a Job Card, a Task Card is an electronic document or record  that provides detailed instructions and information about a specific Task. The details in a Task Card are used to plan, schedule, track, and monitor the progress of a Task throughout its lifecycle, from initiation to completion.

To view more details about a selected Task, click on a Task and a Task Card will slide out from the right side by default. 

![Screenshot 2024-04-26 at 2.35.47 AM](https://hackmd.io/_uploads/Hyn5Mm_ZC.png =100%x)

To view the Task Card in full, use the scroll bar (or the scroll feature on your mouse) to scroll down.

![Screenshot 2024-04-26 at 2.38.04 AM](https://hackmd.io/_uploads/SylVmQuZ0.png =50%x)

### Pending Assets

The **Pending Assets** interface enables users to manage open Jobs that are awaiting assets. 

![](https://hackmd.io/_uploads/Sy6aFXHJh.png)

![Screenshot 2024-04-26 at 2.41.29 AM](https://hackmd.io/_uploads/ry-g4mdb0.png)

### Processing Exceptions

The **Processing Exceptions** interface enables a user to view all Jobs that have hit a processing exception so that it can be addressed appropriately.

![](https://hackmd.io/_uploads/S1Gxt7Skn.png)

![Screenshot 2024-04-26 at 2.56.54 AM](https://hackmd.io/_uploads/Bkx9DXd-C.png)

## Titles

The **Titles** interface offers a high-level view of all Title and Title details. It also provides quick links to Title Records. 

![](https://hackmd.io/_uploads/Hk_Xmm5en.png)

![Screenshot 2024-04-26 at 2.58.31 AM](https://hackmd.io/_uploads/HJikdQObC.png)

### Title Record

The Title Record serves as a way to identify and catalog media content in a structured manner. This allows for easier organization, searching, and tracking of media assets throughout the production and distribution process.

When you click on any Title in the list, you are directed to the Title Record:

![Screenshot 2024-04-26 at 3.07.16 AM](https://hackmd.io/_uploads/Bkug57_-R.png)

A Title Record consists of the following information:

![Screenshot 2024-04-26 at 3.09.30 AM](https://hackmd.io/_uploads/B1c4p7OWA.png)

A. **Title name** - The name of the Title.
B. **Metadata** - The standard metadata related to the title or version.
C. **Inventory** - Provides visibility into a Title's inventory in Rally.
D. **Version switcher** - A drop-down list of available versions located in the Title record.

### Title Metadata

The Title Record displays the Metadata tab by default, which contains the following information:

> **Note**: Some Titles (Program types) may not have some of the information below.

![Screenshot 2024-04-26 at 3.24.06 AM](https://hackmd.io/_uploads/r1BbA7OWR.png)

* **Program name** - Full Title Name of that title record.
* **Program ID** - The GUID assigned to the Title of the asset.
* **Series Name** - Full label name of the series.
* **Season Number** 
* **Episode Number**
* **Alternate Name**
* **Genres**
* **Release Year** - The year of the release of the Title.
* **TV Rating**
* **Usage** - Distribution usage.
* **Program Sub-Type**
* **Extended Metadata** - provides additional context about a title.
* **Synopsis** - Displays the synopsis of that title or version

### Extended Metadata

The **Extended Metadata** section displays all the metadata associated with that version in the catalog service. The associated metadata varies depending on the version you choose.

![Screenshot 2024-04-26 at 3.26.30 AM](https://hackmd.io/_uploads/HyWF0XdWC.png)

### Title inventory

Title Inventory refers to the collection of all files tagged or related to a particular Title. This tab is relevant for Polaris users who want to keep track of the Title's inventory and manage distribution. 

To view the list of available source files for a Title, click the **Inventory** tab.

![Screenshot 2024-04-26 at 3.36.13 AM](https://hackmd.io/_uploads/rkm6g4u-A.png)

You can use the tabs or search bar to find specific source files:

![Screenshot 2024-04-26 at 3.37.15 AM](https://hackmd.io/_uploads/rk0bWNd-A.png)

Click the specific icons to download or preview a selected source file:

![Screenshot 2024-04-26 at 3.38.39 AM](https://hackmd.io/_uploads/ByZPbNObR.png)

### Title versions

A Title may have one or more of the following versions. In most cases, there are no two versions alike, even if they are of the same type:

![Screenshot 2024-04-26 at 3.39.54 AM](https://hackmd.io/_uploads/BkT3-4dZA.png)

* **Master** -  Formatted to serve any distribution purpose, whether digital/non-linear, international, or as a source for third-party vendor fulfillment deals.
* **Core Master** - A type of master copy that serves as the primary source of content for distribution. It is typically the first and most comprehensive version of a program, and it contains all of the essential elements required for downstream processing and delivery to various platforms.
* **Global Master (GLB)** - A "kit" that provides a texted sequence with no teases for seamless non-linear needs. The removed teases are placed at the end of the file for restitching as broadcast or international may be needed. GLB contains available audio tracks to make the master minimally compliant for global distribution and re-languaging.
* **Non-Linear Master (NLM)** - Formatted for non-linear distribution and used for all digital distribution purposes. It consists of the texted portion of the core only, with no coming-ups, bumpers, or repeated content. The NLM will contain no text, will not contain all tracks of audio, and will be cc'ed to FCC guidelines. 
* **Broadcast Master (BM)** - A high-quality final version of a program that is ready for transmission over the air or cable/satellite networks. BMs are often used as the source material for creating other distribution versions of the program, such as digital or international versions.
    > **Note**: The Broadcast Master workflow has its custom Access Panel to eliminate unnecessary fields. 

## Ingest Management

**Ingest Management** offers a high-level view and management of all files for ingest. 

![](https://hackmd.io/_uploads/B1dU4Uqg3.png)

![Screenshot 2024-04-26 at 3.41.18 AM](https://hackmd.io/_uploads/HkugME_bA.png)

The interface also provides a way to proactively ingest files that have been received from **File Manager** and, unlike **Pending Assets**, these have not been requested by any Orders.

![Screenshot 2024-04-26 at 3.42.04 AM](https://hackmd.io/_uploads/HJjXG4_ZA.png)

Authorized users can also access the Ingest form via this interface.

### The Ingest Form

The Ingest form is an important part of Polaris. It allows users to proactively ingest and register files for future use.

![](https://hackmd.io/_uploads/BketlHh4h.png)

The Ingest form can be very tedious to fill out. Refer to the table below on how to fill out the Ingest form for your selected file. 

 > **Note**: The fields displayed will vary based on the Asset Type selected.

| Field | Required | Optional |
| -------- | -------- | -------- |
| **Title**     |  Prepopulated from Selected Version    |      |
| **Series Name**     | Prepopulated from Selected Version     |      |
| **Season Number**     | Prepopulated from Selected Version     |      |
| **Episode Number**     | Prepopulated from Selected Version     |      |
| **Int’l Season Number**     |      | Prepopulated from Selected Version     |
| **Network**     | Prepopulated from Selected Version     |      |
| **Program Length**     | Prepopulated from Selected Version     |      |
| **Format Type**     | Prepopulated from MediaInfo     |      |
| **Frame Rate**     | Prepopulated from MediaInfo     |      |
| **Vertical Lines**     | Prepopulated from MediaInfo     |      |
| **Scanning Format**     | Prepopulated from MediaInfo     |      |
| **Captioning**     | Prepopulated from MediaInfo with the ability to override     |      |
| **TV Rating**     | Prepopulated from Selected Version     |      |
| **Category**     | Prepopulated from Selected Version     |      |
| **Editor Name**     |      | Free Text     |
| **Editor Email**     |      | Free Text      |
| **Edit Date**     |  Select date from calendar    |      |
| **Display Aspect Ratio**     | Select from drop-down options    |      |
| **Producer**     | Drop-down search of all Users     |      |
| **Version Type**     | Select from drop-down options    |      |
| **Originals Prebranded?**     |      | Checkbox (Yes/No)      |
| **Originals Branding Type**     | Selection from drop-down required if not prebranded     |      |
| **Originals Branding Timecode**     |      | HH:MM:SS:00     |
| **Audio tracks**    | Min/Max tracks enforced as per Asset Type     |      |
| **Track Name**     | Select from drop-down     |      |
| **Language**     |      | Drop-down defaults to English     |
| **Language Style**     |      | Select from drop-down     |
| **+ Audio tracks** (or add more audio tracks)    |      | Click to add new audio track entry. Unavailable if max audio tracks already added     |
| **Segments**     | Minimum enforced per Asset Type    |      |
| **Sequence Segment #**     | TC in, TC out (HH:MM:SS:00)     |      |
| **QC required?**     |      | Checkbox (Yes/No)     |
| **Local Content**     | Checkbox (Yes/No)        |  |
| **Short Form Content**     | Checkbox (Yes/No)        |  |
| **Content Descriptor**     |      |  Drop-down selection required if Short Form   |
| **Screengrab**     | TC (HH:MM:SS:00)     |     |
| **Schedule Notes**     |      | Free Text     |
| **Time Compress Output**     |      | Checkbox (Yes/No)     |
| **Time Compression Duration**     |      |Required if Compressed Output HH:MM:SS:00     |
| **Windows of Opportunity**     |      |      |
| **Animated bugs**     | TC in, TC out (HH:MM:SS:00)     | Notes (Text)     |
| **Custom logos**    | TC in, TC out (HH:MM:SS:00)     | Notes (Text)     |
| **In-Program Messages**     | TC in, TC out (HH:MM:SS:00)     | Notes (Text)     |
| **Virtual Overlays**     | TC in, TC out (HH:MM:SS:00)     | Notes (Text)     |
| **Textless Block**     | TC in, TC out (HH:MM:SS:00)     |    |
| **Texted Tease Block**     | TC in, TC out (HH:MM:SS:00)     |     |
| **SNAP**     | TC in, TC out (HH:MM:SS:00)     |  |
| **Credits Over Black**     | TC in, TC out (HH:MM:SS:00)     |   |
| **Bumpers**     | TC in, TC out (HH:MM:SS:00)     |      |

## File Manager

**File Manager** provides simple file management with a user-friendly interface, therefore eliminating the need to provide the user with direct access to storage:

![](https://hackmd.io/_uploads/SyqI6L5l3.png)

![Screenshot 2024-04-26 at 3.43.27 AM](https://hackmd.io/_uploads/S1adzVd-A.png)

The **File Manager** allows users to upload local files, among other actions.

### Transfer Queue

The **Transfer Queue** is a valuable tool for managing and organizing file transfers, ensuring that critical or time-sensitive files are transferred efficiently and effectively, and optimizing the overall order management process.

![Screenshot 2024-04-26 at 3.44.50 AM](https://hackmd.io/_uploads/ry_6f4OWC.png)

# Administrator User Guide

The Administrator User Guide contains the essentials about using Polaris as a new Administrator. This user guide contains the following guidance:

* How to create and manage Customer Profiles
* How to create and manage Orders 
* How to manage Jobs and Tasks
* How to access and view Titles
* How to upload and manage files for ingest 
* How to acquire and organize ingested files for Order processing in File Manager

## Manage Customer Profiles

### View all Customer Profiles

To view all Customer Profiles, go to Settings > Customer Profiles.

![Screenshot 2024-05-01 at 6.52.46 AM](https://hackmd.io/_uploads/BJWUIl1f0.png =50%x)

This action will display all Customer Profiles in paginated form. Use the breadcrumbs to go through each page of the list of Customer Profiles.

![Screenshot 2024-05-01 at 6.53.20 AM](https://hackmd.io/_uploads/B1rY8l1GA.png)

### Create a new Customer Profile

To create a new Customer Profile:

1. Go to **Customer Profiles** and click the **+ New Customer Profile** button.

    ![](https://hackmd.io/_uploads/B1jf5axW3.png)

2. Provide the following details:
* Click the textbox and select a **Customer** from the drop-down: <br> ![](https://hackmd.io/_uploads/BkTGwgo53.png =75%x) <br>
* Type in **Profile** name:
* Select **Workflow** from drop-down: ![](https://hackmd.io/_uploads/H1cAvgich.png =75%x)
    
3. Provide the **Components** to complete your new Customer Profile. ![](https://hackmd.io/_uploads/HJA_Oljqn.png =100%x)
4. (Optional) Select an email template and provide the email addresses to send notifications to and from: ![](https://hackmd.io/_uploads/BJa2qgsch.png =100%x)
5. Click **Save Profile** to create the new Customer Profile.

### Profile workflow types and descriptions

Refer to the following table for the available workflow types that you can associate with a Customer Profile.

| Name  | Description |
| - | - |
| **Advanced - BCM Edit**                    | Select specific files to source to create a BCM Edit.                                                                                                               |
| **Simple - BCM Edit**                      | Select a version to source to create a BCM Edit.                                                                                                                    |
| **Advanced - BCM Edit w/QC**               | Select specific files to source to create a BCM Edit. This includes a step for BCM QC.                                                                             |
| **Simple - BCM Edit w/QC**                 | Select a version to source to create a BCM Edit. This includes a step for BCM QC.                                                                                  |
| **Advanced - Core Fix Edit**               | Select specific files to source to create a Core Fix Edit.                                                                                                          |
| **Simple - Core Fix Edit**                 | Select a version to source to create a Core Fix Edit.                                                                                                               |
| **Delivery to EDM with Override**|Select a previously created BCM Edit to deliver to Encompass. This workflow will override any rejections or failures and send the master.  Normally, a master that has been rejected by QC or restricted would not be able to be sent.   |
| **Delivery to EDM with QC**|Select a previously created BCM Edit to deliver to Encompass. This includes an Internal BCM QC step in the job before delivery.   |
| **Advanced - GLB Edit**                    | Select specific files to source to create a GLB Edit.                                                                                                               |
| **Simple - GLB Edit**                      | Select a version to source to create a GLB Edit.                                                                                                                    |
| **Advanced - GLB Edit to MPX**             | Creates an Order with a GLB Edit job, and the following job that will source that GLB Edit:<br>• GLB to MPX Delivery job.                                           |
| **Simple - GLB Edit to MPX**               | Creates an Order with a GLB Edit job, and the following job that will source that GLB Edit:<br>• GLB to MPX Delivery job.                                           |
| **Advanced - GLB Edit to MPX & GLB to IMF Transform** | Creates an Order with a GLB Edit job, and the following two jobs that will source that GLB Edit: <br> • GLB to MPX Delivery job; and <br>• GLB to IMF Transform job. |
| **Simple - GLB Edit to MPX & GLB to IMF Transform** | Creates an Order with a GLB Edit job, and the following two jobs that will source that GLB Edit: <br> • GLB to MPX Delivery job; and <br>• GLB to IMF Transform job. |
| **Advanced - GLB Edit w/ IMF Transform**              | Creates an Order with a GLB Edit job, and the following job that will source that GLB Edit: <br>• GLB to IMF Transform job.  |
| **Simple - GLB Edit w/ IMF Transform**              | Creates an Order with a GLB Edit job, and the following job that will source that GLB Edit: <br>• GLB to IMF Transform job.  |
| **Advanced - NLM Edit**                    | Select a version to source to create an NLM Edit.                                                                                                                    |
| **Simple - NLM Edit**                      | Select specific files to source to create an NLM Edit.                                                                                                               |
| **Advanced - NLM Edit to MPX**             | Creates an Order with a NLM Edit job, and the following job that will source that NLM Edit:<br>• NLM to MPX Delivery job.                                           |
| **Simple - NLM Edit to MPX**               | Creates an Order with a NLM Edit job, and the following job that will source that NLM Edit:<br>• NLM to MPX Delivery job.                                           |
|**Simple - 1 Stage Tech Review** | Sources Cores or GLB/NLMs for technician reviews. |
|**Simple - 2 Stage Tech Review** | Sources Cores for tech reviews. This includes a Supervisor review along with a Technician review. |
| **Delivery to AEUK** | Sources IMFs for delivery to AE UK. |
| **Metadata Update**               | Allows metadata-only updates on non-core edits. It will source the metadata of the selected version and create an "update metadata" task. Selecting the action will open the matching form for the source asset type. Once submitted, this will be processed and go through the necessary validation.                                           |
| **MPX Delivery**               | Sources an NLM or GLB and delivers the necessary components to MPX. This job requires an NLM/GLB source with a screengrab and branding information. |
| **Transform GLB to IMF**                   | Source a GLB Edit and make the necessary transformations to create an IMF.                                                                                  |
|**Transform Native IMF to 50i IMF** | Source a Native IMF and transform it into a 50i IMF.|

## Manage Orders

### View all Orders

To view all Orders, select **Orders** from the main menu.

![](https://hackmd.io/_uploads/r1LSl1tl3.png)

![Screenshot 2024-04-26 at 1.16.05 AM](https://hackmd.io/_uploads/ryFJezubR.png)

### Search for a specific Order using keyword

Use the search field and enter keyword/s to find a specific Order:

![Screenshot 2024-05-01 at 3.08.01 AM](https://hackmd.io/_uploads/S1O0bpA-A.png)

You can save your search results as a **Saved Search** for future use:

![Screenshot 2024-05-01 at 3.09.49 AM](https://hackmd.io/_uploads/H1CfMTCZ0.png)

### Filter specific Order/s according to status

Use the preset filters to filter specific Orders according to Order status:

![Screenshot 2024-05-01 at 3.10.50 AM](https://hackmd.io/_uploads/rJf8MaAZ0.png)

### View associated Jobs in an Order
    
Click to select an Order to drop down and display all associated Jobs.

![Screenshot 2024-05-01 at 3.11.55 AM](https://hackmd.io/_uploads/rJTcGaAZA.png)

### Create a Simple Order (Simple Order Placement)

Placing a new Order on Polaris accommodates workflows where users can specify the Title version needed and the system can select the adequate file. 

To place a new Order:

1. Click **New Order** located on the upper right side just below the top navigation bar.

    ![Screenshot 2024-05-01 at 3.13.49 AM](https://hackmd.io/_uploads/H1sbXTR-0.png)

2. On the **Order details** page, provide the required details mentioned earlier in **Manage Orders**: 

    ![](https://hackmd.io/_uploads/Hk5eipl-h.png)

    A. Order **Description**
    B. **Order number**
    C. **Managed by** - defaults to the user
    D. **Client Name** - select from the drop-down or type and enter to add a new client
    E. **Budget Code**
    F. **Billing Code**
        
3. Scroll down to the **Profile Details** section to fill out the following:

   ![](https://hackmd.io/_uploads/S1AyRpjCs.png)
            
    * **Customer** - Select the Customer associated with the profile you would like to use.
    * **Profile** or workflow - Select a workflow with the magic wand icon from the drop-down. The Simple Ordering indicator looks like this:

    ![](https://hackmd.io/_uploads/Skwmm2Qk3.png =50%x)
    
    ![](https://hackmd.io/_uploads/BJatGfg1h.png)
        
    * **Due date** and time
    * **Embargo date** and time

4. After selecting a **Profile**, configure the **Output** requirements:
    
    ![](https://hackmd.io/_uploads/SkpZ7Mekn.png)
    
    * **Media** resolution
    * **Audio** Track Language/s
    * **Subtitle** Track Language/s

5. Add as many Profiles as you can. Before adding a new one, make sure to click **Save & Add New**. You can also select **Save as Draft** if you want to configure your current Order later.

    ![](https://hackmd.io/_uploads/SJrirMe1h.png)
    
    Otherwise, click **Save & Continue**.
    
    ![](https://hackmd.io/_uploads/HkS2Lzek2.png)

6. On the **File selection** page, use the search function to find and select the source Title/program and version in the **Selected Titles** area. The search field allows you to search by name or program ID. 

    ![](https://hackmd.io/_uploads/rynWyzxk2.png)

    Repeat if you intend to add multiple titles. Doing so automatically creates a new job without going back to the **Job Details** interface.
    
    ![](https://hackmd.io/_uploads/HJ1f_MgJ2.png)
    
    >**Note**: If the intended Core Master was an older version that has since been replaced, toggle the **View inactive version** to be able to see those as well.

    When done, click **Save & Continue** to the next step.
    
7. Review all jobs created from your Order specs. Click on the job/s that you need to modify.

    ![](https://hackmd.io/_uploads/BkOiuGlJh.png)

8. If all Order details are correct, click **Submit Order**. You will receive a confirmation screen; you can then select **View Order** or go straight to creating a new order by selecting **Create New Order**.

    ![](https://hackmd.io/_uploads/Syb2znm13.png)

### Create a Simple Edit Order

The new Simple Edit Profiles make the process of creating an Edit Order faster and more efficient by adding automation to implement the necessary choices for the user. This simplifies the majority of use cases while still retaining the advanced ordering process for those exception cases that do not follow the norm. 

1. When creating a new Order, select the Simple Edit profile that is for the derivative you will be creating (e.g. NLM/GLB, etc.). 

    ![](https://hackmd.io/_uploads/rywlmo7J3.png)

2. Select **Save & Continue**.

    > **Note**: Advanced Ordering only allows one profile per Order.
    
3. Search for the source Title/program and version that you will be using to create your derivative.

    ![](https://hackmd.io/_uploads/S1dgho7y3.png)
    
    ![](https://hackmd.io/_uploads/BJX4hj7kh.png)

4. Once the Title/program is selected you will then see all the available cuts/versions you can select from.

    ![](https://hackmd.io/_uploads/SkhxsiX1n.png)
    
    Select the derivative/s you wish to create from the core master.
    
    ![](https://hackmd.io/_uploads/rJyx6jQJh.png)
    
    If the intended Core Master is an older version that has since been replaced, toggle the **View inactive version** to be able to see those as well. 
    
    The selected files are then displayed under **Selected Versions** on the right side.
    
    ![](https://hackmd.io/_uploads/Bk_lAsXJ3.png =50%x)

5. Select **Save & Continue** to finalize your job details OR you can add more title/program versions. 

6. On the **Review and finalize your order** page, go into each job and select the corresponding Output version from the drop-down. The Edit Type is automatically passed by the profile and does not need to be set by the User.

    ![](https://hackmd.io/_uploads/rJBPghXyh.png)
    
    As each derivative requires the output version to be defined and this is version-specific, this process cannot be automated.
    
7. If all Order details are correct, click **Submit Order**. You will receive a confirmation screen; you can then select **View Order** or go straight to creating a new order by selecting **Create New Order**.

    ![](https://hackmd.io/_uploads/Syb2znm13.png)

### Create Bulk File Upload Order

**Bulk File Upload** is a time-saving feature for Polaris users who want to place multiple Orders without going through the repetitive process of Simple Order Placement. 

To create a new Bulk Order:

1. When creating a new Order, select the Bulk File Upload profile. Then, select **Save & Continue**.

    ![Screenshot 2024-06-20 at 1.44.42 PM](https://hackmd.io/_uploads/B1auVgfUR.png)
    
2. Upload your file. We currently accept text file formats (ex. .CSV). 

    ![Screenshot 2024-06-20 at 2.22.54 PM](https://hackmd.io/_uploads/HklBvgGU0.png)

    ![Screenshot 2024-06-20 at 2.24.04 PM](https://hackmd.io/_uploads/SJ8TIxG80.png)

3. Your Bulk Order is successfully created. To view your Bulk Order details, click the **View Bulk Order** icon.

    ![Screenshot 2024-06-20 at 2.25.08 PM](https://hackmd.io/_uploads/S17-Oxf80.png)

    ![Screenshot 2024-06-20 at 2.25.34 PM](https://hackmd.io/_uploads/SyIjNxzI0.png)

4. Use the context menus to either manually submit or cancel specific jobs. You can also use the toggle to auto-submit all jobs created from your text file. 
    
    ![Screenshot 2024-06-20 at 2.34.29 PM](https://hackmd.io/_uploads/H1pO_gMIR.png)

    ![Screenshot 2024-06-20 at 2.25.08 PM](https://hackmd.io/_uploads/HJXYuxzUC.png)

    >**Note**: You can only cancel a Job/Jobs in your Bulk Order if the Job status is in the **Submit** stage.<br><br> ![Screenshot 2024-06-20 at 2.45.21 PM](https://hackmd.io/_uploads/HJdMFgML0.png)

### Advance Edit Ordering

The Advanced Edit Profiles provide the ability to handle the less common edit use cases that require a more granular file selection.

To place a new Advance Edit Order:

1. When creating a new Order, select the Advanced Ordering Edit profile that is for the derivative you will be creating (e.g. NLM/GLB, etc). The Advanced Edit Ordering indicator looks like this:

    ![](https://hackmd.io/_uploads/ry6FQhmkn.png =50%x) 

    ![](https://hackmd.io/_uploads/B1ZVH3Qkn.png)
    
2. Select **Save & Continue** or select **+ Save & Add New** to include additional profiles.

3. Search for the source Title/program and version that you will be using to create your derivative.

    ![](https://hackmd.io/_uploads/ryqJ5hmJh.png)

4. Once the Title/program is selected, the first version with files in its inventory is automatically loaded. The version you are viewing can be identified and changed when you click on the version drop-down.
    
    ![](https://hackmd.io/_uploads/S1tSFh712.png)

5. The selected files are then displayed on the right side as **Selected Files** under **Output Versions**. 

    ![](https://hackmd.io/_uploads/SJWyT3Xy2.png)

    Provide additional information on the Edit you will be creating.
    
    > **Note**: Some of that info may be pre-populated if it was predefined in the selected profile.

    ![](https://hackmd.io/_uploads/SJWyT3Xy2.png)
    
6. Once input, you can select **Add to Order**. 

    ![](https://hackmd.io/_uploads/r1WRW6mk2.png)
        
7. You have now created an Output Version. 

    ![](https://hackmd.io/_uploads/Hy2zGTX12.png)

    If you have other Output Versions you need to create, you can repeat the process of adding files and filling out the output version information.
    
    ![](https://hackmd.io/_uploads/H1JRz67Jh.png)
    
    ![](https://hackmd.io/_uploads/SkpGQ671n.png)
    
8. Click **Save & Continue** to finalize your Order.
    
9. Review the jobs and selections you made for your Order. Click **Back** if you need to make additional changes.

    ![](https://hackmd.io/_uploads/SyDMEaQk2.png)

10. If all Order details are correct, click **Submit Order**. You will receive a confirmation screen; you can then select **View Order** or go straight to creating a new order by selecting **Create New Order**.

    ![](https://hackmd.io/_uploads/Syb2znm13.png)

### Edit Order details

> **Note**: You can only edit the Order description and Order Number only.

To edit details of an existing Order, hover over the data field until the Edit (pencil) icon appears, and click on it.

![Screenshot 2024-05-01 at 3.18.08 AM](https://hackmd.io/_uploads/rJHGNpC-R.png)

Without switching to a different interface, type to edit the data field and then click the green check (&#x2714;) to save your changes or &#x274c; to cancel your edits. Alternatively, you can also hit **Enter** or **Return** to save your edits.

![Screenshot 2024-05-01 at 3.20.23 AM](https://hackmd.io/_uploads/S1Wo4TAW0.png)

### Configure Rally Access Work Orders

> **Note**: The following is performed in the SDVI Rally Access Panel and not on Polaris. 

Each Asset/Edit Type has its own Work Order/Preset to have a more custom form for each.

On the SDVI Rally Access Panel, go to **Rally Settings**, click the drop-down, and select the applicable work order/preset. You can select as many as you can as shown in the example below:

![](https://hackmd.io/_uploads/HyHrzzo92.png =75%x)

Refer to the following table regarding the Work Orders/Presets that you can select as **Preferred Work Order/s** from the drop-down in the SDVI Rally Access Panel: 

| Work Order/Preset| Type     |
| - | - |
| **techEval01_06b_accessWorkOrder** | 1-Stage Tech Review | 
| **CRS07_19b_accessQCTechReview** | 2-Stage Core Tech Review | 
| **CRS07_21_accessQCSupervisorReview** | 2-Stage Core Supervisor Review | 
| **broadcastQC_05b_accessWorkOrder** | BCM QC  | 
| **Edit-05b-BCM-Access-WO** | BCM Edit  | 
| **Edit-05-GLB-Access-WO** | GLB Edit  | 
| **Edit-05-GLB-Access-WO** | NLM Edit  | 
| **Edit-05-CoreFix-Access-WO** | Core Fix Edit | 
| **Edit-05-Access-WO** | Old Edits*  |

> *Applicable only for those Edit work orders that were created before they were split out by type.

## Manage Jobs

### View all Jobs

To view all Jobs, select **Jobs** from the main menu.

![](https://hackmd.io/_uploads/ryuAckYe3.png)

![Screenshot 2024-05-01 at 6.58.18 AM](https://hackmd.io/_uploads/BJFiwx1fA.png)

### Search for a specific Job using keyword

Use the search field and enter keyword/s to find a specific Job:

![Screenshot 2024-05-01 at 3.27.34 AM](https://hackmd.io/_uploads/B1NLLTC-C.png)

You can save your search results as a **Saved Search** for future use:

![Screenshot 2024-05-01 at 3.28.48 AM](https://hackmd.io/_uploads/B1NqI6RWR.png)

### Filter specific Job/s according to type, stage, due date, or Managed By

Use the preset filters to filter specific Jobs according to Job type, stage, status, due date, or by user:

![Screenshot 2024-05-01 at 3.30.35 AM](https://hackmd.io/_uploads/SJGzP6CWC.png)

You can save your search results as a **Saved Search** for future use:

![Screenshot 2024-05-01 at 3.41.16 AM](https://hackmd.io/_uploads/BykcYaAW0.png)

### View a Job

To view more details of a specific Job (or the **Job Card**), you can either click on a Job ID link (Option 1) anywhere on Polaris or via the **Jobs** interface using the 3-dot menu.

![Screenshot 2024-05-01 at 3.49.08 AM](https://hackmd.io/_uploads/HJYoop0-C.png)

### Cancel Job

Users can cancel a Job. 

You can go to **Jobs**, select a Job, click the 3-dot button, and select **Cancel Job**:

![Screenshot 2024-05-01 at 3.51.56 AM](https://hackmd.io/_uploads/SJDW2aCbA.png)

The **Cancel Job** option is also available via the Job Card. Simply click on the Cancel Job icon on the upper right to act:

![](https://hackmd.io/_uploads/B1Ny9V1r3.png)

## Manage Tasks

### View all Tasks

The **Tasks** interface enables users to view and manage Tasks that are awaiting assets. To access all Tasks with Pending Assets, click the drop-down beside **Task Management** and select **Tasks**.

![](https://hackmd.io/_uploads/SJ4B0ZBk3.png)

![Screenshot 2024-05-01 at 4.56.27 AM](https://hackmd.io/_uploads/SkZGoCR-R.png)

### Search for a specific Task

Use the search field and enter keyword/s to find a specific Task:

![Screenshot 2024-05-01 at 3.45.10 AM](https://hackmd.io/_uploads/HyWu5aRbR.png)

You can save your search results as a **Saved Search** for future use:

![Screenshot 2024-05-01 at 3.46.34 AM](https://hackmd.io/_uploads/rJyacTRZC.png)

### Filter specific Task/s according to Task type, status, or by assignee

Use the preset filters to filter specific Tasks according to Task type, status, or by assignee:

![Screenshot 2024-05-01 at 3.47.26 AM](https://hackmd.io/_uploads/ByBWj6AbA.png)

### View a Task Card

To view a Task Card, click on any Task on the interface. A side panel pops off from the right by default to display details of your selected Task.

![Screenshot 2024-05-01 at 3.56.24 AM](https://hackmd.io/_uploads/rJ6la60bA.png)

### View History
You can view the history of a selected Task in two ways:

* By clicking the three-dot menu along a Task item in the **Task** interface
    ![Screenshot 2024-05-01 at 4.06.04 AM](https://hackmd.io/_uploads/rksU10CZ0.png)

* By clicking the History icon on the Task window
    ![Screenshot 2024-05-01 at 4.07.31 AM](https://hackmd.io/_uploads/Sk6s1A0ZC.png)
    
### Assign a task to a user

Hover and click **Assign User** as shown below:

![Screenshot 2024-05-01 at 4.12.09 AM](https://hackmd.io/_uploads/BJQpeA0bR.png)

![Screenshot 2024-05-01 at 4.13.47 AM](https://hackmd.io/_uploads/SkZXbA0b0.png)

> **Note**: You can also assign yourself to a Task that has already been assigned to someone else using the same step. If the Task is already assigned to you or another user, you or others are unable to unassign the assignee from the Task.

### View/Add Notes to a Task

To view and/or add new notes on a Task, click the Notes icon as shown below to open the Notes modal window:

![Screenshot 2024-05-01 at 4.17.43 AM](https://hackmd.io/_uploads/SkkGGCRb0.png)

![Screenshot 2024-05-01 at 4.21.04 AM](https://hackmd.io/_uploads/BJH6fRAZC.png =75%x)

You can also open the Task card and click on the Notes icon to open the input window as well:

![Screenshot 2024-05-01 at 4.22.21 AM](https://hackmd.io/_uploads/B167mCCbA.png)

Type in your notes on the text box and click **Reply** to save them.

![Screenshot 2024-05-01 at 4.24.10 AM](https://hackmd.io/_uploads/HyycXCRbC.png =75%x)

### Update Metadata Form

> **Note**: You can only update the metadata form of a Task that is in progress (or with an In Progress status). 

To open the Metadata Form window, hover over a Task in progress and click the Edit (pencil) icon.

![Screenshot 2024-05-01 at 6.37.36 AM](https://hackmd.io/_uploads/SyHk7lyzC.png)

On the **Update Metadata Form** window, scroll down to find the data fields that you wish to update.

> **Note**: Not all data fields are editable.

![Screenshot 2024-05-01 at 6.39.06 AM](https://hackmd.io/_uploads/SypmXx1fR.png =75%x)

Use the drop-down arrows to select a new option, clickable new data fields to add new ones, and/or the input fields to edit/add new metadata.

![Screenshot 2024-05-01 at 6.41.49 AM](https://hackmd.io/_uploads/HyMT7xJfR.png =75%x)

If you wish to save your changes and come back to it the next time, click **Save**. If your changes are final, click **Save & Submit** instead.

![Screenshot 2024-05-01 at 6.41.49 AM](https://hackmd.io/_uploads/B15YVeyzR.png =75%x)

### Other Task Card actions

The following actions are supported in the Job Card, and the steps are as straightforward as clicking on the element.

#### Dock or Pop out Task Card
You can dock the Task Card to the left or right of the interface by clicking the **Dock to left** or **Dock to right** icons, pop it out as a separate window by clicking the **Pop out** icon, click the Refresh icon to get the latest updates, and **X** to close the Task card:

![Screenshot 2024-05-01 at 3.57.43 AM](https://hackmd.io/_uploads/rJpQC60WC.png =75%x)

#### View Related Job/s
Open a Task window to view a clickable link to the Task's Related Job:

![Screenshot 2024-05-01 at 4.15.33 AM](https://hackmd.io/_uploads/B1PsbC0-R.png)

#### Add dynamic fields to a Task
You need to be on a Task Card to select/enter dynamic fields. Click **Save** when you're done with your changes:

![Screenshot 2024-05-01 at 4.25.56 AM](https://hackmd.io/_uploads/BkdZEACb0.png =50%x)

### View all Tasks with Pending Assets 

The **Pending Assets** interface enables users to manage open Tasks that are awaiting assets. To access all Tasks with Pending Assets, click the drop-down beside **Task Management** and select **Pending Assets**.

![](https://hackmd.io/_uploads/Sy6aFXHJh.png)

![](https://hackmd.io/_uploads/Hk_3rk-bh.png)

### Link assets

Assets in **Awaiting Ingest** status require users to link (or associate) a missing asset to an asset within a specific storage location. 

> **Note**: All other Task workflow states will not have the **Link Asset** enabled and will be grayed out. For example, the status is set to **Research** and the **Link Asset** action is disabled:<br>
> ![](https://hackmd.io/_uploads/S13XacgBj.png)

To link a missing asset, click the 3-dot menu and select **Link Asset**:

![](https://hackmd.io/_uploads/ryNIUXHkn.png)

The Link Asset modal appears. At the top of the modal, the selected asset is displayed in addition to a view into the S3 Library bucket that the user can browse to select the new asset to link to. 

Once the associated asset has been selected from the bucket, a confirmation will be displayed verifying that the two assets selected need to be linked.

In the example, the test “5ym..” asset is selected to link to “The Unsung Warrior” video. Click the “Link Asset” button to proceed with linking the asset to the video:

![](https://hackmd.io/_uploads/ByAjR5eHj.png)

Once the asset has been linked, the status automatically updates to **Ingesting**. This kicks off the following few backend processes:

* Asset association
* File renaming: The file will be renamed according to SDVI file naming conventions per the Distributor.

> **Note**: Files that go in the RAW and ARCHIVE folders are assets that no longer need to be renamed as the system will auto-rename via this process.

Once the above process begins, the missing asset automatically updates between the following statuses:

* **Ingesting**: The file is being associated and renamed.
* **Ingested**: The file has been ingested.
* **Validating Files**: The OMS is awaiting acknowledgment that the ingestion has been completed.
* **Completed**: The file has completed ingestion.
* **Failed Ingesting**: There was an issue when attempting to ingest. 

### Update Task status

Polaris allows users to manually change the task status to accommodate certain use cases. 

![](https://hackmd.io/_uploads/SJ-frHkH2.png)

### View all Tasks with Processing Exceptions

The **Processing Exceptions** interface enables users to manage Tasks that incurred processing exception errors. To access all Tasks with processing exception errors, click the drop-down beside **Task Management** and select **Processing Exceptions**.

![](https://hackmd.io/_uploads/S1Gxt7Skn.png)

![Screenshot 2024-05-01 at 5.02.28 AM](https://hackmd.io/_uploads/H1A_n00-A.png)

### Show Resolved Exceptions

Use the **Include Resolved** filter to display all Tasks that encountered processing errors but have since been resolved:

![Screenshot 2024-05-01 at 5.03.20 AM](https://hackmd.io/_uploads/B1-pnARZA.png)

### View and/or copy Processing Exception error message

To view the error message of a Task with a processing exception error, hover over the error status type as shown below and select **Click for details**. The error is often human-readable, or in some cases, in script form.

![Screenshot 2024-05-01 at 5.06.49 AM](https://hackmd.io/_uploads/BkL9TAAW0.png)

Hover over the message and select **Click to copy** to copy the error message on your clipboard.

![Screenshot 2024-05-01 at 5.07.14 AM](https://hackmd.io/_uploads/HyLqTACb0.png)

### Mark Task with Processing Exception error as Resolved

In some use cases, users can mark a Task that encountered a Processing Exception error as resolved. To do that, hover along the task item, click the 3-dot menu, and then select **Mark as Resolved**.

![Screenshot 2024-05-01 at 5.05.30 AM](https://hackmd.io/_uploads/r1yra0CWR.png)

## Manage Titles

### View all Titles

To view all Titles, click **Titles** from the main menu.

![](https://hackmd.io/_uploads/Hk_Xmm5en.png)

![Screenshot 2024-05-01 at 7.02.02 AM](https://hackmd.io/_uploads/ryStugyz0.png)

### Search for a specific Title

Use the search field and enter keyword/s to find a specific Title:

![](https://hackmd.io/_uploads/B1vEneWb2.png)

You can save your search results as a **Saved Search** for future use:

![](https://hackmd.io/_uploads/ryi83lWbh.png)

### View Title Record

When you click on any Title in the list, you are directed to the Title Record:

![](https://hackmd.io/_uploads/SyNFhe-b2.png)

![](https://hackmd.io/_uploads/S1h3he-bh.png)

### View Title inventory

To view the list of available source files for a Title, click the **Inventory** tab.

![](https://hackmd.io/_uploads/ry9ZX89xn.png)

You can use the tabs or search bar to find specific source files:

![](https://hackmd.io/_uploads/r1FP7xVkn.png)

### View Extended Metadata

To view the Extended Metadata of a Title, click Extended Metadata to display the section, as shown below: 

![Screenshot 2024-05-01 at 7.04.41 AM](https://hackmd.io/_uploads/HkyNYlkM0.png)

![Screenshot 2024-05-01 at 7.06.01 AM](https://hackmd.io/_uploads/Syh_tg1GC.png)

### Download or preview a source file

Click the specific icons to download or preview a selected source file:

![](https://hackmd.io/_uploads/BJDwjrkSn.png)

![](https://hackmd.io/_uploads/BkvwsB1S3.png)

> **Note**: Not all items can be previewed. Those that cannot be previewed have a closed-eye icon and a message:
>![](https://hackmd.io/_uploads/SJi89SyB2.png)

### Access Title version

To access the Title information of a specific version, click the drop-down arrow and select the version as shown below:

![](https://hackmd.io/_uploads/Sk-nEm5l3.png)

## Ingest Management

### Search for a specific file

Use the search field and enter keyword/s to find a specific file:

![](https://hackmd.io/_uploads/BJ5vaSkr3.png)

You can also use any of the filter/s to search for specific files (**File Type**, **Status**, and/or **Created Date**):

![](https://hackmd.io/_uploads/ryWapSJSh.png)

You can save your search results as a **Saved Search** for future use:

![](https://hackmd.io/_uploads/BytgtkZWh.png)

### Ingest file/s

1. Click the **Ingest files** button.
    ![](https://hackmd.io/_uploads/rk5zDxW-h.png)

2. The **File Manager** window pops up from the right by default. Select the file/s you wish to ingest.
    ![](https://hackmd.io/_uploads/r15AMTPx2.png)

3. The selected files are then displayed in the **Selected Files** section below. If all is good, click **Ingest files** to proceed.
    ![](https://hackmd.io/_uploads/HkeBXTDl2.png)
    
4. The **File Manager** window closes and you will be directed to the **Ingest Management** interface with the newly ingested files in **Created** status.

### Register file

> **Note**: At the moment, there is no way to perform a bulk register on files.<br>
> **Note**: You can only register files for ingest if they are in **Ready for Ingest** status.

1. Click the **Register file** icon along the file level: 
    ![](https://hackmd.io/_uploads/SkQuJBnEn.png)

2. The Register file window opens. Provide the **Program**, **Version**, and **Asset** type to view the Ingest form:

    ![](https://hackmd.io/_uploads/BketlHh4h.png =75%x)

3. Complete the Ingest form with the required details.

    The required details depend on your Asset Type selection. As the Ingest form is long, make sure to enter accurate data and review your entries/selections.
    
4. When done, click **Register**.

    ![](https://hackmd.io/_uploads/H1-pvIh4n.png =75%x)
    
    A success toast notification is displayed. 

## File Management

### Browse and navigate File Manager

Users can find the file they would like to copy or move by clicking into the folder, as shown below:

![](https://hackmd.io/_uploads/H1SptU1Sn.png)

The deeper the sub-folders, the folder path gets shortened to `…/`. Click it to access and navigate to a previous folder path. 

![](https://hackmd.io/_uploads/Byk9cUkB2.png)

![](https://hackmd.io/_uploads/SJ6R9UySh.png)

Use the horizontal bar at the bottom of the **File Manager** to scroll left and right and view the file path:

![](https://hackmd.io/_uploads/B1UDi8JSh.png)

### Create a folder within a location 

To create a new folder within a location: 

1. Navigate to the location where you wish to create a new folder
2. Click the new folder icon. 

    ![](https://hackmd.io/_uploads/BkSjh8Jrn.png)

2. A text field appears for the user to enter the name of the new folder. Enter the name of the folder, then hit Enter to create the new folder in the selected destination folder: 

    ![](https://hackmd.io/_uploads/HkJgTUJBn.png)

3. The new folder now appears in the selected destination folder. 

    ![](https://hackmd.io/_uploads/HyUIaUyS3.png)

> **Note**: If the newly created folder is not showing up, click the Refresh button to refresh the **File Manager** explorer

### Upload a local file to the File Manager

> **Note**: If you are using Aspera Connect for the first time, Polaris may prompt you to download Aspera Connect first. If you wish to use Aspera Connect, follow the prompt to install the software on your local:
> ![](https://hackmd.io/_uploads/HyJ688yBh.png =75%x)<br> 
> For more information about using Aspera Connect, visit their documentation here: https://www.ibm.com/aspera/connect/.

1. Click the **Upload** button to open your local folder.
    ![](https://hackmd.io/_uploads/SJ39rI1H3.png)
    
2. Select the file/s you wish to upload.

    The Aspera Connect window will display the file being uploaded to Polaris, including the upload status.
    ![](https://hackmd.io/_uploads/HkV1L8JHn.png =75%x)
    
3. When the upload is done successfully, right-click and select **Go to (File Manager URL)** as shown in the example below:
    ![](https://hackmd.io/_uploads/H1spV8JS2.png =75%x)
4. You are then redirected to the uploaded files in **File Manager**.
    ![](https://hackmd.io/_uploads/SJrHHI1H2.png)

### Add/Remove files to the File Queue

There are two ways to add a file to the File Queue:

1. Click the selected file/s to automatically add them to the **File Queue** clipboard. The Copy/Move actions are also highlighted and actionable. 

    ![](https://hackmd.io/_uploads/SyF3pLyS2.png)

2. You can also click on the Plus icon along the file on the right to add them as well.



1. You can click **Clear All** to remove all the selected files in the File Queue.

    ![](https://hackmd.io/_uploads/Sy9eyv1r2.png)

### Copy/move a file to a new location

To copy or move a file to a new location:

1. Select to click the files you wish to copy/move.
2. Click **File Queue** to make sure the files are copied.
    ![](https://hackmd.io/_uploads/SyF3pLyS2.png)
    
4. Navigate to the desired folder to transfer the files.

2. Select the **Copy to folder** or **Move to folder** button to copy or move the files to a new folder location:

    ![](https://hackmd.io/_uploads/HJG3Wv1r3.png)

    ![](https://hackmd.io/_uploads/HJtkMw1rh.png)

3. A toast notification in the upper right corner is displayed indicating that the file is being copied or moved to the new location. 

### Check file transfer status 

To view the status of a transferred file, click on the **Transfer Queue** button:

![](https://hackmd.io/_uploads/ryx6MPkSn.png)

A fly-out of the **Transfer Queue** pops out to display all transfers and their current status:
    
![](https://hackmd.io/_uploads/rk5ZmwkBn.png)

To view an updated list of file transfers, click the Refresh button to update the **Transfer Queue** page:

![](https://hackmd.io/_uploads/rJ6S7DJSn.png)

### View source and destination folder paths of your file transfer

To view the source and destination folder paths of your transfer, 

1. On the **File Manager** interface, click **Transfer Queue**.

    ![](https://hackmd.io/_uploads/Sy1Nr0LSs.png)

2. Find your file and click on it to expand: 

    ![](https://hackmd.io/_uploads/B1O-vC8Ss.png)

3. The source folder path and the destination folder path are then displayed:

    ![](https://hackmd.io/_uploads/SkQK_R8Ss.png)
    
4. To go to the actual source folder path and the destination folder path of your file transfer, click on the icons as shown below:

    ![](https://hackmd.io/_uploads/rJBM_0Iri.png)

# Customer User Guide

The Customer User Guide offers a comprehensive resource for effectively navigating and utilizing the essential features of Polaris. 

This user guide covers basic functionalities, including guidance on:

* How to view Customer Profiles
* How to view Orders 
* How to view Jobs 
* How to view and manage Tasks
* How to view Titles
* How to acquire and organize ingested files for Order processing in File Manager

Users with limited permissions may encounter certain restrictions and configurations that can only be managed by administrators. In such cases, users are encouraged to consult **Concepts** and the **Administrator Guide**, which provides in-depth information on advanced settings, user management, and security features. By referring to Concepts and the Administrator Guide, users can gain a better understanding of the system and its capabilities, while enabling them to collaborate more effectively with administrators to address specific needs or issues.

## View all Customer Profiles

On the top right nav, click the purple circle icon bearing your user initials then **Customer Profiles**.

![](https://hackmd.io/_uploads/HJczFxWZ2.png =50%x)

The **Customer Profiles** page is then displayed in list view.

![](https://hackmd.io/_uploads/H181Fe--3.png)

## View Orders

### Search for a specific Order using keyword

Use the search field and enter keyword/s to find a specific Order:

![](https://hackmd.io/_uploads/S16T3Tx-n.png)

You can save your search results as a **Saved Search** for future use:

![](https://hackmd.io/_uploads/ryBepTlb2.png)

### Filter specific Order/s according to status

Use the preset filters to filter specific Orders according to Order status:

![](https://hackmd.io/_uploads/B1c7aTe-h.png)

You can save your search results as a **Saved Search** for future use:

![](https://hackmd.io/_uploads/rJZL66lZ2.png)

### View associated Jobs in an Order
    
Click to select an Order to drop down and display all associated Jobs.

![](https://hackmd.io/_uploads/HyXtaag-2.png)

## View Jobs

### Search for a specific Job using keyword

Use the search field and enter keyword/s to find a specific Job:

![](https://hackmd.io/_uploads/ByM3Apxbh.png)

You can save your search results as a **Saved Search** for future use:

![](https://hackmd.io/_uploads/BJ1ykRxZh.png)

### Filter specific Job/s according to status, stage, or due date

Use the preset filters to filter specific Jobs according to Job status, stage, or due date:

![](https://hackmd.io/_uploads/Hy_-JCgb3.png)

You can save your search results as a **Saved Search** for future use:

![](https://hackmd.io/_uploads/HysNJRlb3.png)

## View Tasks

### Search for a specific Task

Use the search field and enter keyword/s to find a specific Task:

![](https://hackmd.io/_uploads/S1LC-J--h.png)

You can save your search results as a **Saved Search** for future use:

![](https://hackmd.io/_uploads/S1Tlz1-W3.png)

### Filter specific Task/s according to Task type, status, or by assignee

Use the preset filters to filter specific Tasks according to Task type, status, or by assignee:

![](https://hackmd.io/_uploads/Hym7fkb-n.png)

You can save your search results as a **Saved Search** for future use:

![](https://hackmd.io/_uploads/B1prf1ZZh.png)

### View a Task Card

To view a Task Card, click on any Task on the interface. A side panel pops off from the right to display details of your selected Task.

![](https://hackmd.io/_uploads/HkkHX1bZ2.png)

## Task Card Actions

The following actions are supported in the Job Card, and the steps are as straightforward as clicking on the element.

### Dock Task Card
You can dock the Task Card to the left or right of the interface by clicking the **Dock to left** or **Dock to right** icons, or pop it out as a separate window by clicking the **Pop out** icon:
    
![](https://hackmd.io/_uploads/H1yXLzHk3.png =50%x)

![](https://hackmd.io/_uploads/H1cFIfHk2.png =50%x)

![](https://hackmd.io/_uploads/rJFRUMry3.png =50%x)

### Refresh Content
Click the icon to retrieve and display the latest Polaris data.

![](https://hackmd.io/_uploads/Hye4vzrk3.png =50%x)

### View History
You can view the history of a selected Task in two ways:

* By clicking the three-dot menu along a Task item in the **Task** interface
    ![](https://hackmd.io/_uploads/ByvcqMr13.png)
* By clicking the History icon on the Task window
    ![](https://hackmd.io/_uploads/r1v-jzrJn.png =50%x)

### Assign a Task
Hover and click **Assign User** as shown below:

![](https://hackmd.io/_uploads/rkR0pfBy3.png)
![](https://hackmd.io/_uploads/H16aCGryh.png)
    
Or 

![](https://hackmd.io/_uploads/BJD9x7Byn.png =50%x)
![](https://hackmd.io/_uploads/Sygl-QSk2.png =50%x)

> **Note**: You can also assign yourself to a Task that has already been assigned to someone else using the same step. 

If the Task is already assigned to you or another user, you or others are unable to unassign the assignee from the Task.

### View Related Job/s
Open a Task window to view a clickable link to the Task's Related Job:

![](https://hackmd.io/_uploads/rJ9LMmH1h.png =50%x)

### Add Notes to a Task
Click the Notes icon as shown below:

![](https://hackmd.io/_uploads/ryG7x7Hkn.png =50%x)

Or

![](https://hackmd.io/_uploads/ry8OZmH12.png =50%x)

Type in your notes on the text box and click **Comment** to save them.

![](https://hackmd.io/_uploads/B1oj-XHJ2.png)
    
### Add dynamic fields to a Task
You need to be on a Task Card to select/enter dynamic fields. Click **Save** when you're done with your changes:

![](https://hackmd.io/_uploads/rkG7VHyH3.png)

## View all Tasks with Pending Assets 

The **Pending Assets** interface enables users to manage open Jobs that are awaiting assets. 

![](https://hackmd.io/_uploads/Sy6aFXHJh.png)

![](https://hackmd.io/_uploads/Hk_3rk-bh.png)

### Update task status

Polaris allows users to manually change the task status to accommodate certain use cases. 

![](https://hackmd.io/_uploads/SJ-frHkH2.png)

### Show Resolved Exceptions

Use the **Show Resolved Exceptions** filter to display all Tasks that encountered processing errors but have since been resolved:

![](https://hackmd.io/_uploads/B1AWLJ-Z2.png)

### Mark Task with Processing Exception error as Resolved

In some use cases, users can mark a Task that encountered a Processing Exception error as resolved. To do that, hover along the task item, click the 3-dot menu, and then select **Mark as Resolved**.

![](https://hackmd.io/_uploads/BJIBL1-Wn.png)

## View Titles

### Search for a specific Title

Use the search field and enter keyword/s to find a specific Title:

![](https://hackmd.io/_uploads/B1vEneWb2.png)

You can save your search results as a **Saved Search** for future use:

![](https://hackmd.io/_uploads/ryi83lWbh.png)

### View Title Record

When you click on any Title in the list, you are directed to the Title CaRecordrd:

![](https://hackmd.io/_uploads/SyNFhe-b2.png)

![](https://hackmd.io/_uploads/S1h3he-bh.png)

### View Title inventory

To view the list of available source files for a Title, click the **Inventory** tab.

![](https://hackmd.io/_uploads/ry9ZX89xn.png)

You can use the tabs or search bar to find specific source files:

![](https://hackmd.io/_uploads/r1FP7xVkn.png)

### Download or preview a source file

Click the specific icons to download or preview a selected source file:

![](https://hackmd.io/_uploads/BJDwjrkSn.png)

![](https://hackmd.io/_uploads/BkvwsB1S3.png)

> **Note**: Not all items can be previewed. Those that cannot be previewed have a closed eye icon and a message:
>![](https://hackmd.io/_uploads/SJi89SyB2.png)

### Access Title version

To access the Title information of a specific version, click the drop-down arrow and select the version as shown below:

![](https://hackmd.io/_uploads/Sk-nEm5l3.png)

## Browse and navigate File Manager

Users can find the file they would like to copy or move by clicking into the folder, as shown below:

![](https://hackmd.io/_uploads/H1SptU1Sn.png)

The deeper the sub-folders, the folder path gets shortened to `…/`. Click it to access and navigate to a previous folder path. 

![](https://hackmd.io/_uploads/Byk9cUkB2.png)

![](https://hackmd.io/_uploads/SJ6R9UySh.png)

Use the horizontal bar at the bottom of the **File Manager** to scroll left and right and view the file path:

![](https://hackmd.io/_uploads/B1UDi8JSh.png)

### Create a folder within a location 

To create a new folder within a location: 

1. Navigate to the location you wish to create a new folder.
2. Click the new folder icon. 

    ![](https://hackmd.io/_uploads/BkSjh8Jrn.png)

2. A text field appears for the user to enter the name of the new folder. Enter the name of the folder, then hit Enter to create the new folder in the selected destination folder: 

    ![](https://hackmd.io/_uploads/HkJgTUJBn.png)

3. The new folder now appears in the selected destination folder. 

    ![](https://hackmd.io/_uploads/HyUIaUyS3.png)

> **Note**: If the newly created folder is not showing up, click the Refresh button to refresh the **File Manager** explorer

### Upload a local file to the File Manager

> **Note**: If you are using Aspera Connect for the first time, Polaris may prompt you to download Aspera Connect first. If you wish to use Aspera Connect, follow the prompt to install the software on your local:
> ![](https://hackmd.io/_uploads/HyJ688yBh.png)<br> 
> For more information about using Aspera Connect, visit their documentation here: https://www.ibm.com/aspera/connect/.

1. Click the **Upload** button to open your local folder.
    ![](https://hackmd.io/_uploads/SJ39rI1H3.png)
    
2. Select the file/s you wish to upload.

    The Aspera Connect window will display the file being uploaded to Polaris, including the upload status.
    ![](https://hackmd.io/_uploads/HkV1L8JHn.png =75%x)
    
3. When the upload is done successfully, right-click and select **Go to (File Manager URL)** as shown in the example below:
    ![](https://hackmd.io/_uploads/H1spV8JS2.png =75%x)
5. You are then redirected to the uploaded files in **File Manager**.
    ![](https://hackmd.io/_uploads/SJrHHI1H2.png)

### Add/Remove files to the File Queue

There are two ways to add a file to the File Queue:

1. Click the selected file/s to automatically add them to the **File Queue** clipboard. The Copy/Move actions are also highlighted and actionable. 

    ![](https://hackmd.io/_uploads/SyF3pLyS2.png)

2. You can also click on the Plus icon along the file on the right to add them as well.



1. You can click **Clear all** to remove all the selected files in the File Queue.

    ![](https://hackmd.io/_uploads/Sy9eyv1r2.png)

### Copy/move a file to a new location

To copy or move a file to a new location:

1. Select to click the files you wish to copy/move.
2. Click **File Queue** to make sure the files are copied.
    ![](https://hackmd.io/_uploads/SyF3pLyS2.png)
    
4. Navigate to the desired folder to transfer the files.

2. Select the **Copy to folder** or **Move to folder** button to copy or move the files to a new folder location:

    ![](https://hackmd.io/_uploads/HJG3Wv1r3.png)

    ![](https://hackmd.io/_uploads/HJtkMw1rh.png)

3. A toast notification in the upper right corner is displayed indicating that the file is being copied or moved to the new location. 

### Check file transfer status 

To view the status of a transferred file, click on the **Transfer Queue** button:

![](https://hackmd.io/_uploads/ryx6MPkSn.png)

A fly-out of the **Transfer Queue** pops out to display all transfers and their current status:
    
![](https://hackmd.io/_uploads/rk5ZmwkBn.png)

To view an updated list of file transfers, click the Refresh button to update the **Transfer Queue** page:

![](https://hackmd.io/_uploads/rJ6S7DJSn.png)

### View source and destination folder paths of your file transfer

To view the source and destination folder paths of your transfer, 

1. On the **File Manager** interface, click **Transfer Queue**.

    ![](https://hackmd.io/_uploads/Sy1Nr0LSs.png)

2. Find your file and click on it to expand: 

    ![](https://hackmd.io/_uploads/B1O-vC8Ss.png)

3. The source folder path and the destination folder path are then displayed:

    ![](https://hackmd.io/_uploads/SkQK_R8Ss.png)
    
4. To go to the actual source folder path and the destination folder path of your file transfer, click on the icons as shown below:

    ![](https://hackmd.io/_uploads/rJBM_0Iri.png)

# API Reference

## Overview

The [Polaris API](https://prod.oms.mediaelevate.aenetworks.com/api/) serves as an API for users to extend the media management functionality of Polaris.

The Polaris API docs are written directly into the Polaris source code as annotations and published as a Swagger doc. To access the Swagger doc, go to [Polaris API Documentation](https://prod.oms.mediaelevate.aenetworks.com/api/docs/).

## Authentication

Authentication to the API is performed via HTTP Basic Auth. Provide your API key as the basic auth username value. If you do not include a key, the Polaris API returns an invalid request error, and an authentication error if the key is incorrect or outdated.

To add an API key:
1. Make sure you have already signed in to your Okta account.
2. Secure your API key.
3. Go to [Polaris API Documentation](https://prod.oms.mediaelevate.aenetworks.com/api/docs/), locate, and click **Authorize** as shown below:

    ![](https://hackmd.io/_uploads/rJQ0n9cpo.png)
    
4. Enter the API key in the `Value` textbox.

    ![](https://hackmd.io/_uploads/B1ZeCcqTi.png)

5. Click **Authorize** to save.

## Data availability

Data availability varies by API object and user permissions. 

## Errors

Polaris uses standard HTTP response codes to show if an API request was successful or unsuccessful. 

Success is generally indicated by codes in the 2xx range. 

Codes in the 4xx range signify errors that weren't successful based on the information available (e.g., a required parameter was omitted, a charge failed, etc.). 

Codes in the 5xx range usually indicate an internal server error, but these are rare.


| Error message | Description |
| -------- | -------- |
| `200 OK`      | The API request is successful.     |
| `401 Authentication credentials were not provided.`      | The API request is not successful as you have not provided an API key and/or are not authorized to perform such a call.      |
| `404 Not found`    | The URL you used in your request doesn’t exist on the API server or origin server.  |
| `500 Internal server error`     | Internal server error.     |

## API resources and endpoints

The Swagger docs currently are organized according to version. However, you can take note of the following URL resources to call your API:

`/admin/api/` - API calls using admin API endpoints will require administrator access and/or provide an authenticated token as either a query parameter or in the request header.

`/api/v1/` - APIs that are supported in a specific group and version, in this case, version 1.

The following resource collections (`/api/v1/(API resource)/`) available in the Polaris API are:

* `auth` - Authorization API endpoints
* `common` - API endpoints used to manage passthroughs to app constants and other services. Some logic may need to be run based on the service.
* `core` - Core API endpoints, including endpoints to feature functionalities
* `grunt` - Task API endpoints
* `inventory` - Catalogue API endpoints
* `passthrough`/`opendash` - Passthrough Open Dashboard API endpoints
* `vfs` - Virtual File System (VFS) API endpoints

## Polaris Version States

Later versions of the API will have users perform API calls on new endpoints to existing resource collections.

For example, the `core` API resource in Version 2 (`/api/v2/core/`) now has the following additional endpoints that can allow users to create and submit a draft Order :

* `/v2/core/orders/create/` - Create a new Order but not submit it. The new Order is created in draft state.
* `/v2/core/orders/{id}/` - Get or update an Order (but not submit it). The Order in question was created in draft state.
* `/v2/core/orders/{id}/submit` - Create a new client Order

## Objects

Django follows the model view template (MVT) pattern. The view holds the logic that acts on the incoming HTTP requests.

![](https://hackmd.io/_uploads/HyrgXj5Ts.png)
 
## API Calls

You can perform developer-centric API calls with the following in mind:

* POST is used to create things, like encodes and subtitles.
* PUT is used to modify or change parameters for existing things.
* DELETE is used to remove things.
* GET is used to fetch information about things and is the opposite of PUT.

All API requests must be made over HTTPS. Calls made over plain HTTP will fail. API requests without authentication will also fail.

Refer to the [Polaris API Documentation](https://prod.oms.mediaelevate.aenetworks.com/api/docs/) for applicable HTTPS methods on A&E API endpoints.

To test out an API call, select an endpoint, and click **Try It Out**:

![](https://hackmd.io/_uploads/ByVcvrrJn.png)

Configure your parameters before clicking on the Execute button.

![](https://hackmd.io/_uploads/SJqmOBr13.png)

## Creating new API endpoints

You can create new API endpoints on an existing API built on a Django REST framework. Django REST framework makes it easy to create new endpoints by defining new views and serializers.

To create a new endpoint, you can follow these general steps:

1. Define a new view: Create a new view that will handle the request for the new endpoint. You can define this view by subclassing the appropriate DRF view, such as APIView, GenericAPIView, or one of the view sets.

2. Define a new URL: Define a new URL pattern that maps to the new view. This can be done in your urls.py file, where you can add a new URL pattern that points to the view created in step 1.

3. Define a new serializer: If your new endpoint requires input data, you may need to define a new serializer to validate and parse the data. This can be done by subclassing the Serializer class provided by DRF.

4. Write the business logic: Write the logic for your new endpoint. This may involve fetching data from a database, processing input data, or performing other actions.

5. Once you have completed these steps, your new endpoint should be available for use. You can test it using a tool like curl or a web client like Postman.

## Updating the API doc

The Polaris GitHub repo already houses both Polaris source code and Swagger docs.

Authorized users may clone the repository and update the API docs using a text editor (ex. Visual Code Studio).

Authorized users need to push-commit changes to the Polaris core repo. 

> **Note**: There might be an extra step to create a new API docs build without triggering the Polaris build process.

# Glossary and References

## General Polaris Definitions

| Term | Definition | 
| -------- | -------- |
| Polaris     | Operational Management System (Polaris) is a media management platform that organizes, monitors, and surfaces media fulfillment data from various integrated systems into a single unified view. The platform enables users to monitor the health of their business, analyze processes, and provide actionable insight via an interactive and customizable UI.     |
| Dashboard | A high-level view of Orders and deliveries, filterable by specific statuses by month. Enables users to perform further in-depth investigation by actioning off orders in a specific status, viewing on-time delivery trends, and downloading custom reports (if available). |
| Orders     | A view of jobs by Customer; users can view statuses by assets required for delivery.      |
| Jobs     | A view of individual line-item deliverables, whether edit tasks or delivery tasks, within an Order.     |
| Task Management     | Enables users to manage tasks that require human intervention/action in any part of the workflow process.     |
| Titles     |   A view of all Inventory titles and title hierarchies |
| File Manager | Provides users with an interface to browse, inspect, and transfer files among storage locations.  |
| Color indicators*     | Color indicators will display statuses, sources, and status timelines as a quick visual representation to the user of the current state.| 

> **Note**: The following color indicators used in Polaris include:
>
>| Color/Indicators* | Description |
>| -------- | -------- |
>| Yellow | Order or job is in an in-progress state. | 
>|  Job Status Timeline     | An unassigned task that indicates a task is waiting for a user to act on.     | 
>| Blue | Only displayed on the Job status timeline; a blue status indicates an assigned task that a user can view. | 
>| Red     | Issue has occurred.     | 
>| Gray | Components (I.e. assets) not yet available to start the Job/Task. |

## Polaris Workflow Terms

| Term | Description |
| -------- | -------- | 
| Order | An Order is a record that manages and tracks the fulfillment and delivery of a Title.   |
| Jobs | End-to-end step required to fulfill the deliverables in an Order.  |
| Tasks |Machine-driven (SDVI) or user-driven actions that are needed to be taken into action to move a Job to completion, and after every Job is completed in an Order, fulfill the requirements and complete the latter.| 
| Title | A composition of the content item or unit expected to be delivered in the Order. |


## Polaris Interface Terms

### Dashboard

| Field           | Definition                                                                        |
| --------------- | --------------------------------------------------------------------------------- |
| Awaiting Assets | All pending Jobs that are still expecting source assets for deliverable creation. |
| Review          | Jobs in this state are in `Review` or `Prep for Review` state.                    |
| Edit            | Jobs in this state are in `Edit` or `Prep for Edit` state.                        |
| Processing      | Jobs in this state are in the `Packaging`, `Render`, or `Send` state.                  |
| Completed       | All Jobs that have completed edit or delivery.                                    |

### Orders List View

| Field        | Definition                                                                                                                                                                |
| ------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Order ID     | Systemically generated GUID that groups all Jobs within the Order.                                                                                               |
| Description  | User-entered (string) text that describes the order.                                                                                                                      |
| Order Number | User-entered (string) alphanumeric that identifies the Order.                                                                                                             |
| Managed By   | The user who is responsible for the order from end to end.                                                                                                                   |
| Client Name  | Third-party can be split billing or billing to a third party.<br>*(Note: Typically ties back to a financial system and can be a systemic lookup as required.)*            |
| Created      | Date and time the Order was created. <br> *(Note: All dates and times listed are local to the user’s time zone.)*                                                         |
| Status       | The position or state of all jobs in the order within the end-to-end workflow.                                                                                            |
| Progress     | A visual representation depicting the overall state of all jobs within the order.<br> *(Note: Hovering over the progress bar displays the total number of jobs pending.)* |

### Orders List View: Job Details

| Field      | Definition                                                                                                                                                                                          |
| ---------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Job ID     | Systemically generated GUID for the job within the order.                                                                                                                                           |
| Job Type   | The job classification that determines the workflow process, either` Edit` or `Delivery`.                                                                                                           |
| Title      | Name of the asset for which the job is being placed.                                                                                                                                                |
| Program ID | Program ID.                                                                                                                                                                                         |
| Piece ID   | Piece ID.                                                                                                                                                                                           |
| Customer   | Customer in Customer Profile.                                                                                                                                                                       |
| Due Date   | Date and time the job is due. <br> *(Note: All dates and times listed are local to the user’s time zone.)*                                                                                           |
| Status     | Displays the current state of the job. Statuses will transition from one state to the next once completed.                                                                                          |
| Sources    | Displays the number of total sources needed to fulfill the edit or delivery job. <br> (*Note: Hovering over a pending sources indicator will display the number of pending assets still required.)* |

### Jobs List View 

| Field      | Definition                                                                                                                                                                           |
| ---------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| Job ID     | Systemically generated GUID for the job within the Order.                                                                                                                            |
| Job Type   | The job classification that determines the workflow process, either `Edit` or `Delivery`.                                                                                            |
| Title      | Name of the asset for which the job is being placed.                                                                                                                                 |
| Program ID | Program ID.                                                                                                                                                                          |
| Piece ID   | Piece ID.                                                                                                                                                                            |
| Customer   | Customer in Customer Profile.                                                                                                                                                        |
| Due Date   | Date and time the Job is due.                                                                                                                                                        |
| Created    | Date and time the Job was created  <br> *(Note: Hovering over a pending sources indicator will display the number of pending assets still required)*                                 |
| Status     | The position or state of all jobs in the order within the end-to-end workflow.                                                                                                       |
| Sources    | Displays the number of total sources in a pending or received state needed to fulfill the edit or delivery job. <br> *(Note: The source asset filename will display once fulfilled)* |

### Task Management – Tasks 

| Field     | Definition                                                                                                                |
| --------- | ------------------------------------------------------------------------------------------------------------------------- |
| Priority  | Filter by Assignee to assign Priority.                                                                                    |
| Task ID   | System-generated GUID for the Task within the Job                                                                         |
| Task Type | The Job classification that determines the workflow process is either `Edit`, `Edit (No Review)`, or `Tech Review`.         |
| Due Date  | The estimated date of delivery.                                                                                           |
| Age       | The age of the Task or how long the Task has been worked.                                                                 |
| Title     | The label name of the media content.                                                                                      |
| Status    | The stages through which your Tasks progress.                                                                             |
| Assignee  | The Polaris user assigned to manage Task.                                                                                     |
| Notes     | Polaris user-provided notes about managing the Task.                                                                          |
| Action    | An actionable column where the Polaris user may either link missing asset/s to the file or open the asset file in a video editor. |

### Task Management – Pending Assets 

| Field      | Definition                                              |
| ---------- | ------------------------------------------------------- |
| Task ID    | Systemically generated GUID for the Task within the Job |
| Due Date   | The estimated date of delivery.                         |
| Title Name | The label name of the media content.                    |
| Asset Name | The label name of the asset.                            |
| Version    | Asset version.                                          |
| Status     | The stages through which your task progresses.          |
| Assignee   | The Polaris user assigned to manage Task.                   |
| Notes      | Polaris user-provided notes about managing the Task.        |

### Task Management - Processing Exceptions 

| Field       | Definition                                                                        |
| ----------- | --------------------------------------------------------------------------------- |
| Task ID     | System-generated GUID for the Task within the Job                                 |
| Due Date    | The estimated date of delivery.                                                   |
| Age         | The task age or how long the Task has been worked.                                |
| Related Job | System-generated GUID for related Job, which is a clickable link to the Job Card. |
| Title       | The label name of the media content.                                              |
| Program ID  | Program ID.                                                                       |
| Piece ID    | Piece ID.                                                                         |
| Status      | The stages through which your Task progresses.                                    |

### Titles List View

| Field        | Definition                                            |
| ------------ | ----------------------------------------------------- |
| Title ID     | A systemically generated GUID of the inventory Title. |
| Title        | The label name of the media content.                  |
| Program Type | The purchase order number.                            |
| Release Year | The version release identification code.              |
| Program ID   | A systemically generated GUID assigned to the Program |
| Runtime      | Running time of the program in minutes when played.   |

### Ingest Management List View

| Field     | Definition                                                                                      |
| --------- | ----------------------------------------------------------------------------------------------- |
| File type | The source file type; can be an Image, Video, or Other supported file.                          |
| Bucket    | Name of source where the file currently lives.                                                  |
| File name | Full label name of the file stored in the S3 bucket.                                            |
| Version   | The file version.                                                                               |
| Created   | Stamp date and time the file was created in the S3 bucket using the Ingest Files task workflow. |
| Status    | Default to `Created`.                                                                           |
| Action    | See `Register file`.                                                                            |




