Once you’ve created your account on Mediartis:

• Purchase an annual subscription based on the number of contacts (actors) in your casting database
• Add your company and VAT information
• Add a payment method – if you prefer to pay via bank transfer contact us at team @ mediartis.com
• Download the contacts-import excel template
• Import contacts: Upload the completed import contact excel template
• Download medias-import excel template
• Confirm your audio database is correctly structured for import
• Import media files: Upload the completed import medias excel template and your audio files in a zip file
• Invite team members (Users) to your account
• Add your logo and a personalised message for communications sent to your actors enrolled in GDPR processing

More on Mediartis Account Setup

Mediartis takes the security of partners data very seriously. In order to provide a maximum security environment for data storage, accounts are not accessible with static passwords.

Every account connection requires an encrypted connection link sent by email. Connection links can only be used once.

To request a connection link, click Log In on the Mediartis homepage, and select one of the following (a connection link will be sent immediately by email) :

“I have a Mediartis database” :  https://app.mediartis.com/login

Provide account name (all capitals/no spaces) + email address associated with your User account

“I am a voice actor” :  https://app.mediartis.com/contact

Provide email address associated with Contact profile

 “I received a casting”:  https://app.mediartis.com/castings

Provide email address the organisation sent the casting invitation to

One-time-use keys are send by email to users for every connection to the platform. They receive one when invited to connect to an account, by requesting a link from the sign in page, or upon reception of an email sent by Mediartis.

Technically, unique access keys HS 256 are generated to provide user access in 30 minute increments. The duration of a session can be extended by clicking on time limit on the top right of the dashboard screen. This security measure was implemented to reinforce the security of your cloud on Mediartis.

To increase the duration of your session, click the connection duration (days / hours / minutes) on the top right of the screen. You can increase your connection to a maximum of 2 days at a time.

More on Account Setup

To update this email address in your Mediartis account, click your account name in the top right corner, then click Account & Billing.

• Click the pen icon located to the right of screen.
• In the Email section, update the email address.

Click Update.

FAQ:

Learn how to update company name or billing address

Mediartis Account and Setup Information

Users have different casting database and casting project access and action permissions depending on the Role they have been assigned. Roles can be modified by Users with permission at any time, and the modifications are immediate.

USER PERMISSIONS BY ROLE

Owner: access and modify all information

Administrator: access and modify all information

Expert (Database + Casting Manager):

• Castings: create, read, update, delete, share;
• Contacts: create, read, update, delete;
• GDPR controls: read, update;
• Media: create, read, update, delete;
• Users: create, read, update, delete.

Member (Casting Manager):

• Castings: create, read, update, share, delete-only if created by this member;  
• Contacts: read;
• Media: read;
• Users: create, read, delete => only Readers.

Guest:

• Contacts: read (GDPR compliant + GDPR N/A);
• GDPR status: read;
• Media: read;
• Castings: project access when invited to collaborate.

A User License is required for each team member you add to your account.

To add team members to your Mediartis account, click your account name in the top right corner, then click Users.

• Click the Add User button located on the top right of screen.

Provide the following data:

• First and last name
• Email address
• Assign Role
• Select language

Click Invite button

To update or revoke User permissions in your Mediartis account, click your account name in the top right corner, then click Users.

• Click the Add User button located on the top right of screen.

• Assign User Role.
• Select language.
• Click Invite button.
• Modify User Role by clicking the three dots to the right of their current Role and selecting their new Role.
• Revoke User access by clicking the three dots to the right of their current Role and selecting Remove access.

Do you need detailed information on User permissions? No problem !

Please request documentation from your Account Manager or Mediartis Customer Support via chat or email: team @ mediartis.com.

FAQ :

Details on different User role permissions

In your Mediartis account, click your account name in the top right corner, then click Account & Billing.

Payment information, billing address, invoices, credit card… are available at the bottom of the page, with the possibility of modifying this information

To change your Payment Method:

• Click Validate or update payment card.
• Enter new card number, expiration date and CVC.

Click Validate or update payment card.

In your Mediartis account, click your account name in the top right corner, then click Account & Billing.

• Click the pen icon located to the right of screen.
• In the Company Information section, update the VAT number.

Click Update.

How do I update a payment method?

In your Mediartis account, click your account name in the top right corner, then click Account & Billing.

Scroll down to Invoices.

To download an invoice:

• Locate the invoice you want to download in the list.
• Click the document icon in the PDF Format column to download the invoice

To download a receipt:

• Locate the invoice you paid in the list.
• Click the cloud icon in the Online payment column

Click Download receipt.

How do I update a payment method?

If you have Account & Billing permissions, you can view and modify the company information in your Mediartis account.

In your Mediartis account, click your account name in the top right corner, then click Account & Billing.

• Click the pen icon located to the right of screen.
• In the Company Information section, update your company name and / or billing address.

• Click Update.

Your company logo is included in client casting presentations and also in the first GDPR processing email sent to your actors.

To update your logo in your Mediartis account, click your account name in the top right corner, then click Communications & Branding.

• Click the pen icon located above the logo section to the right of the screen.
• Click Upload New Image.
• Select logo from your computer.

• Click Update.

How do I update our company message sent to voice actors?

To update your corporate message in your Mediartis account, click your account name in the top right corner, then click Communications & Branding.

• Click the pen icon located above the logo section to the right of the screen.
• Add your text to the message box on the bottom of the screen.

• Click Update.

How do I upload our company logo?

How do I change the default language for GDPR emails sent to actors?

To update the default language of the GDPR processing emails sent to your Contacts from your Mediartis account, click your account name in the top right corner, then click Communications Branding.

• Click the pen icon located above the logo section to the right of the screen.
• Select language from “Default language for communications”.

Click Update.

How do I upload our logo for display in client castings?

Contacts entered into Mediartis GDPR processing enter automated compliance workflows. Emails are sent to solicit Contact consent of processing of their personal data in your casting database, and they have the possibility of accessing their personal data in an isolated interface.

In their secure space, they can listen to their voice samples (watermarked for added security) and visualise their other personal data you are processing (ie name, address, telephone, language, email, etc.). Contacts have the opportunity to accept, reject, or request modifications of their personal data.

Workflows are triggered by actions, non-actions and strict consent renewal calendars that help keep your data GDPR-friendly by simplifying your GDPR obligations.

CASTING ACTIVITY AND DATABASE OVERVIEW

The Dashboard provides an overview of your account activity and the GDPR compliance progress of your voice casting database:

• # Validated Contacts: number of contacts GDPR compliant
• # Validated Medias : number of medias GDPR compliant
• # Castings Shared 
• # Contact deletion requests
• # Media deletion requests
• # Emails Sent : GDPR processing emails sent to your contacts
• # Contacts Outside EU : Not entered in GDPR compliance workflows
• # Medias Outside EU : Not entered in GDPR compliance workflows

GDPR COMPLIANCE PROGRESS

Database GDPR compliance % :

Calculates number of validated actors + validated medias. Example: 1 contact validated + 0/9 medias validated = 10% database compliance

Next database verification :

• New Contacts and/or Medias to be added to GDPR Processing workflows
• Contacts and / or Medias GDPR status
• Contacts and / or Medias to be moved to next GDPR compliance workflow level

Real time GDPR compliance status of Contacts and their Media is visible on the Contacts and Medias screens to the far right of the actor reference.

FILTER CONTACTS AND MEDIA BY GDPR STATUS

In Contacts and Medias, click the filter icon next to GDPR STATUS to filter by different active status in your casting database.

You have the option of entering Contacts and their associated Media into GDPR Processing or not. Once you’ve uploaded a Contact, you set them to Automated GDPR Processing or specify they’re not subject to GDPR.

If a Contact is entered into GDPR, their profile and media must be compliant in order to add them to castings. Platform safeguards will not accept non-compliant data be added to projects.

FAQ:

Which voice casting scenarios are subject to GDPR

Contacts entered into automated GDPR processing have access to an interface with their personal data referenced in your voice casting database, including their profile information (excluding Tags and Notes) and their media (watermarked for added security).

If a contact requests modifications of their data, their GDPR status changes to “Modification Requested” and the actor and their media cannot be used in castings until the modifications are processed.

If a contact requests deletion of their data, their GDPR status changes to “Rejected”. The organisation receives an automated alert of the deletion request and can either delete the data manually or wait for the platform to delete all data from the database within the legal delay from reception of the request. If the organisation has stored copies of the data on supports outside of the Mediartis platform, they must process the deletion request within thirty (30) days of the request.

FAQ: GDPR Compliance Tools

In your Mediartis account, jump to Contacts.

Real time GDPR compliance status is listed to the far right of the actor’s name.

Users can filter all Contacts by GDPR status by clicking the filter icon next to “GDPR Status” and selecting different status currently active in your casting database.

FAQ:

Mediartis GDPR Compliance Tools

Contacts entered into Mediartis GDPR processing have permanent access to an interface that shows their personal data being processed by your organisation. The data includes “traditional” personal data, such as name, pseudo, telephone, address, email, birthday, etc., included in their profile (excluding Notes & Tags), and also their voice media (watermarked for added security).

Contact Interface “My Info”

Contact Interface “My Medias”:

FAQ:

Do I have to GDPR process all contacts in my voice casting database?

Mediartis GDPR Compliance Processing Tools

Contacts entered into Mediartis GDPR processing are sent emails requesting their consent for their personal data to be referenced in a casting database and shared in castings; reminders their personal data is being processed; consent renewal requests; consent requests for all profile modifications and when new medias are added to their profile.

Communications sent from the platform are:

• In the spoken language specified in Contact profiles if supported
• If Contact language is not supported, communications are sent in English
• If no language is specified, communications are sent in the company language specified in the Branding Communications section.

*Supported languages : English, French, German, Italian, Spanish (Castilian), Japanese, Portuguese (Brazil)

To view the emails sent to your contacts, sign in to your Mediartis account and click Email Templates on the navigation bar.

FAQ

What are compliance workflows?

Do I have to enter all my contacts into GDPR processing?

Automated GDPR Processing

Enter Contacts and Media into automated compliance workflows by activating Automated GDPR Processing.

Modifications made 60 days after GDPR Automated Processing is activated, including profile updates and new media additions, will trigger new compliance workflows that require Contact consent before the Contact or their Media can be used in castings.

Tag and Notes modifications DO NOT trigger compliance workflows.

Activate “GDPR Automated Processing”:

• Select Contact(s) by clicking box to left of Contact name(s)
• Click “# contacts selected” above Contact list
• Select “GDPR Automated Processing” from the drop down menu
• Confirm when prompted

FAQ:

Mediartis GDPR Compliance Tools

No, contacts cannot download or transfer media from their interface on Mediartis.

The media your contacts access in their interface are also audio watermarked for added security.

To listen to media watermarked versions, jump into Medias, click Watermarked on top right of Media list and select a media.

FAQ: Mediartis GDPR Compliance Tools

GDPR Setting: GDPR MANUAL PROCESSING:

Pausing Automated processing “freezes” GDPR compliance workflows for a Contact + their Media for an unlimited amount of time.  

We recommend using this functionality when updating a Contact profile and/or adding new Media as every profile or media modification triggers new compliance workflows for contacts entered into GDPR processing (excluding profile Notes & Tags).

Note: Contacts and media in manual processing cannot be used in castings.

GDPR Setting: OUTSIDE EUROPE – GDPR N/A

“Outside Europe – GDPR N/A” deactivates compliance workflows for a Contact and associated Media.

Contacts and media in “Outside Europe – GDPR N/A” can be used in castings (castings will not be stamped “Casting GDPR Compliant”).

To pause or deactivate automated GDPR processing of Contacts and Media, jump to Contacts:

• Select Contact(s) by clicking box to left of Contact name(s)
• Click “# contacts selected” above Contact list
• Select “GDPR – Manual processing for # of user(s)” from the drop down menu to pause processing

OR

• Select “Outside Europe – GDPR N/A for # contact(s)” from the drop down menu to deactivate GDPR processing
• Confirm when prompted

FAQ:

What contacts and casting scenarios are subject to GDPR?

GDPR Compliance Tools