An Amara Community Enterprise team offers a public workspace for larger teams, along with advanced tools and workflows for project and team management. Manage and collaborate with your subscribers, followers or fans to help subtitle your videos within a controlled space, enabling higher quality subtitles for your videos.

• All of your volunteers and subscribers on one easy to manage team.

• Built-in quality control.

• Integration with a public YouTube Channel that has public videos.

• Tap into the social connections of your multilingual fans. Reach new audiences near and far!

If you don’t already have an Amara Community Enterprise team, you can compare the features included in each Amara team to find the best solution for your projects. 

Keep reading below to learn how to manage your Community Enterprise team, including:

• Auto Captions.

• Team Settings, including setting Workflows and custom CPL, CPS, etc.

• Connect YouTube to Your Team.

• Team Pages.

• Manage Videos.

• Manage Subtitles.

• Manage Members.

Auto-captions

We are happy to share that auto-captions are now an option you can add to your Amara Community Enterprise team. Give your team a jump start creating captions and subtitles using auto-captions to expedite and simplify workflows.

Contact us at enterprise-support@amara.org if you have any questions and we can help add auto-caption options for your Team.

Getting Started

Log into amara.org with your free Amara username. You will see your username in the top right corner of the home page.

Go to your Amara Team using either option below:

1. Select Team Workspace, then Go to team in your team space.

2. Select your team in the dropdown under your username.

When you are on your team page you will land on your team Dashboard and you will see your Community Enterprise Team name on the left side of the navigation bar:

Settings

There are many settings that allow you to personalize your team and choose the best options for your team and workflows.

Owners and Administrators can access the team’s Settings page:

• General

• Messaging

• Notifications

• Permissions

• Feeds

• Projects

• Workflows

• Subtitle Editor

• Integrations

General

• Team Info

  • Team name assigned on signup. Please let us know if you want to change the name of the team so we can help update this for you. 

  • Description

  • Logo and Banner

• Team Admission policies

Choose how team members are added to your team, and who can invite and add new members to your team.

• Invitation: Team members with the appropriate rights can invite members.

• Application: Only Admins and Owners can add members.

• Open Admission: Anyone can join the team, and any team member can invite other Amara users to the team.

• Team visibility settings

  • Community Enterprise teams are required to set Team and Video visibility to Public.

  • Prevent duplicate copies of your team videos being added to the Amara Public workspace for maximum quality assurance and privacy.

Messaging

Custom Messaging

Community Description

• Team resources

  • Enter text in this field to create a team resources page, and also if you wish to add extra guides/links/resources for your team members.

• Welcome heading

  • Create custom text for non-members on your team's landing page.

Team Messages

• Add custom text to notifications sent to your team members.

  • User joins a team.

  • User is invited to the team.

  • Team member becomes a Manager.

  • Team member becomes an Admin.

Additional Languages

• Add languages that team messages can be translated into.

Notifications

Members

• Team role changed (members who are notified when a team role is changed):

  • Changed member

  • Admins

  • Managers

Available Assignments

• Select which team members are notified when Transcription, Translation, Review and Approve assignments are available: 

  • Admins

  • Managers

  • All team members/Contributors

Requests

Select which team members are notified for Request Complete, Sent back from evaluation team, Subtitles edited on completed request, and Other updates.

• Assignees

• Admins

• Managers

Notes

Select which team members are notified when a Note is added.

• Assignees

• Admins

• Managers

Permissions

The table at the bottom of the Permissions page displays the rights of team members based on the current team Permissions settings, and shows actions that a member can or cannot perform in each team role. The table can help you answer the following questions about team members in each role:

• Which assignments can they take?

• Can they add, update, or remove videos in my team?

• Can they add or remove members from my team?

• Can they change another member’s role?

• Can they create, edit, or delete subtitle requests?

Team Admissions

This option is visible only when team admission is set to Invitation. 

• Who can invite new members to the team.

Video Management

• Who can add videos, update videos, or remove videos from the team.

Team Roles

• The role assigned to new team members.

Feeds

Note that Community Enterprise teams can not add videos using RSS video feeds.

Projects

Use Projects to sort the team videos. Create Projects from this Settings > Projects page, then when adding videos to the team you can assign each video to a specific project to help sort and manage groups of videos.

Workflows

Subtitle Request Workflows

Review and/or Approve are two subtitle Workflow steps that allow Community Enterprise teams to maintain greater control over subtitle quality. Review and Approve allows team members to verify accuracy of subtitles, fix errors, and/or return to the original subtitler for further edits.

These two subtitle Workflow steps can be set independently of each other, i.e. you can set both Review and Approve, only Review, only Approve, or neither.

If you enable Review and Approve Requests for your team Workflow, then for every video there will be three Requests that need to be completed before the subtitles are considered to be fully complete and published:

• A Transcription or Translation Request

• A Review Request

• An Approve Request

Each step in the workflow must be completed before the subtitles can be considered complete.

You can choose which member roles can perform Review and Approve Requests.

Note: The same team member cannot perform more than one step in the Workflow. For example, a Contributor who created a subtitle set cannot also Review or Approve that same subtitle set.

Due dates and assignment time limits

To ensure that Requests are being performed in a timely manner you can set subtitle Request due dates and assignment time limits.

Assignments

Maximum Assignments

Set maximum assignments so that once a team member reaches their limit, they must finish or decline an assignment before taking new ones. Managers and Admins are excluded.

Assignment Time Limits

If you enable assignment time limits, set the time limits for Subtitling and Review and/or Approve here.

Overdue Assignments

Choose what happens after an assignment deadline lapses.

Advanced Workflows

Automatically Create Transcription Requests

Auto-create subtitle requests for uploaded videos' primary language. For example, if the video’s primary language is English, an English Transcription Request will automatically be created when videos are added to the team and English is selected as the video’s language.

Additionally, you can automatically create subtitle requests for additional languages when the Transcription Request for the original language has been completed.

Note: If you enable this advanced Workflow after videos have already been added to the team, you can apply auto-create settings to existing videos to automatically create missing collaborations based on the settings above.

Subtitle Editor

Subtitle Guidelines

To provide your audience with the best viewing experience, there are Subtitling Guidelines that you should generally follow when creating subtitles and translations.

The Amara subtitle Editor has these Guidelines built in to help you create readable and enjoyable subtitles. To help you catch any errors, you will receive warning messages in the Editor when a subtitle cell does not meet these Guidelines.

You can review Subtitling Guidelines at any time while in the Editor by clicking the Subtitling Guidelines link in the Keyboard shortcuts panel:

You can review all warning messages you might receive in the Editor in this article: Warning Messages in the Editor.

Customize Subtitle Specification

You can customize Subtitling specifications such as maximum characters per second (CPS), maximum characters per line (CPL), maximum subtitle lines and minimum subtitle duration (seconds) from the team Settings > Subtitle Editor page.

If you customize the options in the Subtitle Specification section, it will customize those guidelines for all languages.

For example, if you change max characters per line (CPL) to 36 (instead of the default 42), then when in the Editor creating transcriptions or translations and you exceed 36 CPL you will receive a warning message.

Customize Subtitling Specifications for Specific Languages

You can optionally set the Subtitling specifications for only certain languages.

1. Click on the plus sign to add a language:

2. Select the language and click Add:

3. Enter the customizations that you wish for that language.

Note: You can specify only one or all of the Subtitling Guidelines.

4. When you enter a number in any of the fields, the Save Changes button becomes visible at the bottom right corner of the page:

Delete Subtitle Specifications

To delete Subtitle specification customizations that you set for all languages, simply delete the number from the pertinent field in the Subtitle Specification section of the page, then click on the Save Changes button at the bottom of the team Settings page.

To delete Subtitle specification customizations for specific languages, expand the specifications for the language by clicking the plus sign to the left of the language name:

Then click on the Delete language button beneath the specifications.

Connect YouTube to Your Amara Team

Integration with a YouTube channel is a requirement for an Amara Community Enterprise team. Please refer to this article for integration instructions: Connect YouTube to Your Amara Team.

Note:

• When you integrate the team with a YouTube channel new videos on the channel are automatically added to the team.

• However, at any time you can manually add a video to the team (see Manage Videos section below), even with the YouTube channel Integration set.

• Unlisted YouTube videos will not automatically import to the team, even if Integration has been set for a YouTube channel. Only videos with privacy set to Public will automatically import to the team.

Options you can choose/edit at any time:

• Import existing subtitles from YouTube to the video on Amara.

• Import existing automatic captions from YouTube to the video on Amara.

  • Note: At any time, you can create/edit subtitles and/or manually upload subtitle files, even with the YouTube channel Integration set to automatically import existing subtitles and automatic captions.

  • If you choose to import existing subtitles, they are imported and marked as Complete. The completed subtitles can still be edited at any time.

• Export completed subtitles from Amara to YouTube, including video title, description, and/or translated video title and description.

Dashboard

The team Dashboard lists all assignments for the team. 

1. Click on the Filter button.

2. Filter by Assignment type.

3. Filter by Subtitle language.

4. Filter by Video properties.

Manage Videos

The Videos page is where you can add and manage all the team videos. 

1. You can change how the page displays team videos by selecting either list view or grid view.

2. Search for videos by title.

3. Filter and sort.

4. Select the Add videos button to manually add videos. At any time you can manually add a video to the team, even with the YouTube channel Integration set.

Video page viewing options

List View

1. You can select the list view to see all videos by title. 

2. If you click anywhere in the video title area a dropdown window will appear with options to manage the video. 

Grid view

You can select the grid view to see video cards with options to manage the video and requests. 

Search by video title

Video titles are not case sensitive and will return the closest match they find. If you have multiple videos you can sort and filter for more refined search results.

Filter and sort

You can filter and sort by several options.

Adding videos

At any time you can use the Add videos button to manually add a video to the team, even with the YouTube channel Integration set to automatically add new videos to the team.

• Acceptable video formats include: Vimeo, YouTube, MP4, WebM, OGG, and MP3.

• You can add single videos, or add multiple videos at once.

• You can add video URLs from a hosting site such as YouTube or Vimeo.

• You can add videos from your local system or GDrive storage.

Add Videos

1. Select the Add videos button.

2. Select one of the following:

   • URL

     • From a public hosting site like YouTube or Vimeo. 

   • Multiple URLs

   • File Upload 

     • For videos saved to your local system.

   • Google Drive

     • For videos stored on your private Google Drive. 

Note: Amara Community Enterprise teams have 100 GB of storage for videos uploaded from your local system and Google Drive.

Add a URL

• Add a video URL from a hosting site.

  • The URL of the video on a video hosting site (Youtube, Vimeo) is in the address bar of the video page:

• Copy the URL in the browser window on the video page on the host site and paste it into the URL address field.

• Select the source language spoken in the video.

• Click the Add video to your team button.

Add a video URL window.

Add Multiple URLs

1. Enter the URLs of any compatible videos. Enter one URL per line.

2. To designate titles for the videos, add a space after a URL and enter the title after the space.

   1. Note that if you don’t specify a title in this window, then the titles for the team videos will be populated with information from the videos at the host site.

3. Select the source language.

   1. Note that when adding multiple videos they must all have the same source language. 

4. Optional: select the team Project.

5. Select the Add Multiple button.

Add multiple video URLs window.

File upload from your local hard drive

1. Select the source language.

   1. Note that when uploading multiple videos they must all have the same source language. 

2. Drop or choose file(s) to upload.

3. Optional: select the team Project.

4. Select the Add video to your team button to add videos to your private team.

Add a video file from your local system.

You will see the video files you chose to upload with a status button saying the system is processing the uploaded videos:

Processing the upload of video files from your local system.

Note that you can select up to 5 files to add from within this window. If you need to upload more files, repeat the steps to upload from your local hard drive.

Important: click the Add video to your team button to finish uploading the videos from your local system:

Finish uploading videos from your local system.

Note that the URLs for videos added through File upload will look similar to this URL:

Upload from Google Drive

Select a Google account, if prompted, then click Allow in the Google access window.

In the next window:

1. Select the source language.

Note that when uploading multiple videos they must all have the same source language.

2. Optional: select the team Project.

3. Click the Select from Google Drive button.

Note that the file size limit is 4 GB per file, and note what your remaining storage space will be after this upload.

4. Click the Add video to your team button.

Upload video files from Google Drive.

Select the file or files, and click the Select button.

Select video files on your Google Drive to upload to the team.

Note that you can select up to 5 files to add from within this window. If you need to upload more files, repeat the steps to import from Google Drive.

Important: click the Add video to your team button to finish adding the videos from your Google Drive:

Finish importing videos from Google Drive.

Note that the URLs for videos added through Google Drive upload will look similar to this URL:

Filter to search for Uploaded Videos 

You can search for videos that have been uploaded from either your local system or from Google Drive. On the Videos page, click on Filter and sort and choose Uploaded Videos:

In the Video uploaded to Amara storage window, click on Yes, then Apply:

Amara storage is private and secure. You can delete videos anytime once subtitles are completed to free up storage space to add new videos.

Manage Subtitles

Subtitle and Translation Requests must be created for a video before team members can start working on subtitles.

Subtitle and Translation Requests can be created two ways:

• manually (through the Requests or Videos page);

• or automatically (through the team Settings).

Note that different roles on the team are able to perform different tasks with regard to subtitle Requests:

• Only Administrators or Owners on a team can create subtitle Requests. These roles can edit subtitle Requests as well.

• Managers and Language Managers cannot create Requests, but can edit Requests and assign, unassign, or change the state of a Requests. Language Managers can only edit Requests for the languages they have been specified managers of.

Manually Create Subtitle Requests

Manually create Requests from either the Requests page or from the Videos page.

Create Subtitle Requests from the Requests Page

1. Go to the Requests page.

2. Click on the Create Requests button.

3. In the Create New Requests window, start typing the title of the video you wish to create Requests for, and select the video from the search list.

(Optional) Enter the Video Language.

4. Enter languages in the Subtitle language(s) field then click Create from the bottom of that window.

Note: You can create more than one subtitle Request for each video by entering multiple languages in the Subtitle language(s) field.

Create Subtitle Requests from the Video Page

1. Go to the Videos page.

2. Select the videos you want to create subtitle Requests for by checking the boxes to the left of the videos.

3. Select Create request from the slide-up menu at the bottom of the screen.

4. Enter languages in the Subtitle language(s) field then click Create from the bottom of that window.

Note: You can create more than one subtitle Request for each video by entering multiple languages in the Subtitle language(s) field.

Automatically Create Subtitle Requests

To speed up your team workflow, create subtitle Requests automatically when videos are added to your team! Even if videos that need subtitle Requests are already added to your team, you can still create subtitle Requests for them automatically.

You must be an Administrator or Owner of an Amara Team to create subtitle Requests automatically.

Go to Settings > Workflows > Advanced.

When a video is added to a team you can opt to have the following subtitle Requests created automatically:

1. Auto-create subtitle Requests for Transcription for the videos’ original language.

2. Auto-create subtitle Requests for Translation in multiple languages.

   • Note: Translation assignments will only be available to team members after the original language Transcription Request is complete.

3. Apply auto-create settings to existing videos.

   • If unchecked, auto-create settings only apply to newly uploaded videos, not videos already on the team.

Click the Save Changes button to finalize your auto-creation settings.

Manage Subtitle Requests

You can manage subtitle Requests by assigning to a team member, un-assigning from a team member, or changing the State of subtitle Requests.

• To manage subtitle Requests for a single video you can do so from the Videos page.

• To manage multiple subtitle Requests you can do so from the Requests page. You can sort and filter Requests based on type, language, and more!

Edit Subtitle Requests from the Requests Page

1. Go to the Requests page.

2. Check the boxes for the subtitle Requests that you want to assign, un-assign, or change the status for. Use the Filter and sort button if necessary.

3. Click on the Edit button from the slide up menu at the bottom of the page.

4. The Edit Subtitle Request window opens. In the Edit Subtitle Request window you can do the following: assign to a team member, un-assign from a team member, or change the state of a Request (for example, change to Review, Approve, or Complete).

Edit Subtitle Requests from the Videos Page

You can edit subtitle Requests for a single video from the Videos page.

1. From the Videos page, search for and select the video.

2. Click on the video title to open the video page.

3. Click on the Manage requests link to the right of the Assignments header.

The Subtitle Requests page opens, displaying all the Requests for that video. Every row in the subtitle Request list for a video shows the subtitle language, current status, and current assignment for each Request. 

4. Select the Request(s) you wish to edit, and click on the Edit button from the slide up menu at the bottom of the page.

The Edit Subtitle Request window opens, and you can do the following: assign to a team member, un-assign from a team member, or change the state of a Request (for example, change to Review, Approve, or Complete).

Note: From the Subtitle Requests page you can also:

• Click the language link from the Subtitle Language column to view the subtitle transcript, revision and syncing history, and comments for the subtitles in that language.

• Click the assignment or team member links from the Assignments column to view your team member’s profile page, which lists their previous activity, languages, and teams.

Completing Subtitles

When subtitles are Endorsed by a team member in the editor:

• If you have enabled Review or Approve in your Workflow, then another team member must Review and/or Approve the subtitles before they are considered complete and published.

Edit Completed Subtitles

Once subtitles have been completed they cannot be edited by team Contributors; however at any time (even when subtitles are marked Complete), Managers, Administrators, and Owners can click the Edit subtitles link on the subtitle page for that set of subtitles. Clicking Edit subtitles will take you into the Amara Editor.

If you wish to make the subtitles editable again for team Contributors, then Managers, Administrators, and Owners of the team can edit the completed Request to make completed subtitles editable again:

• Go to the Requests page.

• Search for the video title (you can enter all or some of the words in the title):

• Click the Filter and sort button and choose Complete from the menu:

• Select the video, then click the Edit pencil from the slide up menu:

• Change the State from Complete to Transcription/Translation, Review or Approve:

Subtitle Page: View Activity, Compare, Edit, and Download Subtitles

You can view activity for team subtitles, compare subtitle revisions, edit subtitles, and download subtitles from the subtitles page for a set of subtitles.

You can get to the page for a set of subtitles two ways:

• Go to the Requests page and click on the subtitle language from the Language column for a particular video.

• Or go to the Videos page, click on the video from the Video column, and select the subtitle language from the Completed or Incomplete Subtitles sections of the page.

The subtitle page opens, and from the subtitle page you can:

• Download the subtitles

• Compare Revisions

• Edit the subtitles

• And/or follow the subtitle set for updates.

The menu bar below the video has options to view the following subtitle details:

• Subtitles shows current subtitles and their timestamps.

• Subtitles Info shows video information.

• Activity shows all activity by team members.

• Subtitle Notes shows notes left by team members in the Amara Editor.

• Sync History shows the status of subtitle export attempts to the video’s hosting site.

Compare Revisions, Rollback Revisions

The Compare revisions link on the subtitle page allows you to view the progress of the subtitles, compare two revisions of the subtitles, or rollback to previous versions of the subtitles.

Click the Compare revisions link and select two revisions to compare, then click the Compare button:

In the Compare Revisions window you can scroll through the revisions to see the differences between two subtitle versions.

You can rollback to a previous version of the subtitles by clicking on the Rollback to version # button.

Manage Members

View a list of everyone on your team on the Members page.

Each row in the Members page shows the team member’s name, team role, and total number of completed assignments.

• Click on a member's name to view their team member profile.

• Click anywhere in the area next to the team member’s name to expand the row and view more information:

  • Number and type of assignments completed.

  • Languages listed on their profile.

Find a Team Member

You can search for a specific team member by entering either a username or full name in the search bar. Use the Filter and Sort button to narrow down your search results by languages spoken and team roles so you can easily find members.

Adding New Members

Add by Invitation

If your team’s admission policy is set to Invitation, you can invite users to your Amara team using their usernames or email addresses.

For public teams such as an Amara Community Enterprise team, members can also apply through the contact a team admin link on the team home page.

Add by Application

If your team’s admission policy is set to Application, team Admins can review applications for potential members by clicking the Review applications link in the bottom left of the Members page.

You can filter applicants by their languages spoken. Check the box next to an applicant and then select approve or deny from the slide-up menu at the bottom of the page. You can approve or deny multiple applicants at one time.

Change a Member’s Role or Remove from the Team

Only Admins and Owners can change a team member’s role or remove a team member.

Select a member by clicking the box next to their name. Then you can use the menu that slides up at the bottom of the page to change their role or remove them from the team.

Admins of Amara teams can change a team member’s role to one of the following:

• Limited Contributor

• Contributor

• Project/Language Manager

• Manager

Owners can additionally change a team member’s role to Administrator or Owner.

Project/Language Manager Role

When an Administrator or Owner sets a team member’s role to Project or Language Manager, they must select at least one Project or language Request for which the team member will have managerial permissions. You can make a member a manager for Projects and Languages, or one or the other.

For example:

• This member is set to both manage a Project and manage language Requests for English and Spanish:

• This member is set to manage English and French language Requests, but not to manage any Projects:

Happy subtitling on your Amara Community Enterprise team!

Thank you for your contributions to support an inclusive and accessible media ecosystem!

If you have any questions or suggestions, please share your feedback!

• To submit a quick ticket, click No in the Did you find it helpful link below.