Music Distribution

The Music Distribution page allows administrators to review, approve, and manage music releases submitted by users. The interface is divided into several sub-tabs for easier filtering.

Music Distribution Pages

All Releases: Shows all releases, regardless of their submission status.
Submitted Releases: Displays all releases that have been submitted for review.
Not Submitted Releases: Lists releases that have been saved but not yet submitted by users.
Delivered Releases: Shows releases that have been successfully delivered.
Approved Releases: Displays all approved releases.
Pending Releases: Contains releases that are awaiting review or further action.
Under Review Releases: Displays releases currently under review.
Rejected Releases: Shows all rejected releases.
Fix Needed Releases: Lists releases that need changes before they can be approved.
Taken Down Releases: Shows releases that have been taken down for any reason.
Advance View, Artists, and Labels: Shows data of labels and Artist specific user roles and content types.

Bulk Actions

At the top of the table, administrators have the following bulk actions:

Bulk Update Status: Allows for updating the status of multiple releases at once.
Approve & Distribute: Distributes the release to third party provider
Resend to Distribute Re sends to the third party provider for redistribution

Table Overview

The table on this page includes the following columns and sections for each release:

Release Thumbnail: Thumbnail image representing the release artwork.
Label: The label associated with the release (e.g., record label or user label).
Release Date: The date when the release is scheduled or was released.
Display Title: The title of the music release.
Barcode: Unique barcode associated with the release for identification.
Display Artist: The artist name associated with the release.
Catalogue ID: A unique ID for the release catalog.
Type: Type of release (e.g., Single, Album).
Parental Warning Type: Indicates whether the release contains explicit content.
Username: The username of the user who submitted the release.

Understanding How Release Statuses Are Determined (Behind the Scenes)

When a user submits their music, it’s intended for various online stores and streaming services (which we refer to as ‘Providers’). Each Provider often has its own unique terminology and system for reporting the status of a release. For instance, one Provider might indicate “Processing” while another uses “Sent to Store” for a similar stage.

To simplify this and maintain consistency for both administrators and users, our platform employs a sophisticated internal system:

Collecting Provider Feedback: The system diligently gathers all the different status messages from every Provider to which a release was directed.
Smart Translation (Status Mapping): We have a “Release Status Mapping System” that functions like a universal translator. It examines the technical status from each Provider and converts it into one of our standardized, easy-to-understand statuses (e.g., “Delivered,” “Fix Needed,” “Rejected,” as detailed in the “Status & Actions” section below).
Displaying the Most Important Status: A single release can simultaneously have different statuses from various Providers (e.g., “Live” on one platform, “Still Processing” on another). The system utilizes a priority logic to determine and display the single overall status that is most accurate and critical. This ensures you are presented with the most important information first. The specific priority order for how these statuses are chosen is elaborated in the “Status & Actions” section.
Special Alerts for Admins:
- Admin Action Needed: If the system identifies particular issues that require your direct attention—such as a Provider reporting a quality control failure, or a copyright alert being flagged for a track that the user hasn’t declared as a cover song—the release status might automatically be set to “Admin Action Needed.” This helps you quickly pinpoint releases that need your intervention.
- Partially Distributed: You might encounter this status if a release has been successfully delivered to some Providers but not to others. It signifies that the distribution is not yet complete across all selected channels.
Keeping Users Informed: When a release’s status undergoes a significant change (for example, transitioning from “Submitted” to “Approved” or “Delivered”), the system is configured to automatically send an email notification to the user. This keeps them updated on the progress of their distribution.

This automated system is designed to manage the complexities of working with multiple distribution partners, ensuring that both administrators and users receive clear, consistent, and timely information regarding the status of each music release.

Status & Actions

For each release, the following statuses and actions are available:

Status: Indicates the current state of the release:
- Not Submitted: The release has been saved but not yet submitted for review.
- Submitted: The release has been submitted and is awaiting review by an admin.
- Under Review: The release is currently being reviewed by an administrator.
- Pending: The release is pending further actions before review.
- Approved: The release has been approved by the admin.
- Rejected: The release has been rejected due to issues (e.g., metadata, content problems).
- Delivered: The release has been successfully delivered to the digital stores.
- Fix Needed: The release requires changes to proceed.
- Takedown: The release has been taken down for compliance reasons.
- Deleted: The release was deleted from the system.
- Admin Action Needed: Admin Action Needed Status Appears when there are any red boxes or the release is in one of the following status in move music - offline, ready, please edit, re-delivery editing
- Partially Distributed: Appears when the release is sent to two providers, and it is distributed/delivered in one of them, and remaining in the other (meaning partially delivered)
Flagged User: If the user is flagged for review, a “Flagged” indicator will appear.
Actions:
- View Details: Opens a detailed view of the release for administrators to review all the release information.
IMPORTANT NOTES ABOUT THE SYSTEM FLOW:

ALL STATUSES of OUR SYSTEM are generated trough the MANUAL Statuses we assign to each Provider which requires a manual assignation or are AUTOMATICALLY GENERATED STATUSES because of the MAPPING we have that generates provider statuses to appear in our system with our own mapped status:

So IF ALL PROVIDERS (inside VIEW PROVIDERS) are having set a Final Status it takes for the USER STATUS status first the most positive priority status status starting by:

PRIORITY STATUS 1- Delivered

PRIORITY STATUS 2- Fix Needed

PRIORITY STATUS 3- Takedown Request

PRIORITY STATUS 4- Takedown

PRIORITY STATUS 5- Rejected

IF ALL PROVIDERS (inside VIEW PROVIDERS) doesn’t have any of this previous PRIORITY statuses generated by a status mapping from the automated providers statuses or if any of those is manually assigned as a status for a manual status assignment provider, then it goes to the NON PRIORITY statuses of our system to show accordingly to the automated mappings or manual assignations into the USER STATUS the non priority status according to it’s priorities inside the non priority statues as per we said:

NON PRIORITY STATUS 1- Approved

NON PRIORITY STATUS 2- Under Review

NON PRIORITY STATUS 3**- Pending**

NON PRIORITY STATUS 4**- Submited**

NON PRIORITY STATUS 5**- Not submited**

IF SOME PROVIDERS (inside VIEW PROVIDERS) Have FINAL STATUSES (PRIORITY STATUSES) and some has NON FINAL STATUSES (NON PRIORITY STATUSES) then we show accordingly to the automated mappings or manual assignations into the USER STATUS the statuses generated by a status mapping from the automated providers statuses or if any of those is assigned as a status for a manual assignment needed provider, then the priority works this way:

SYSTEM PRIORITY STATUS 1**- Delivered**

SYSTEM PRIORITY STATUS 2**- Approved**

SYSTEM PRIORITY STATUS 3**- Under Review**

SYSTEM PRIORITY STATUS 4- Pending

SYSTEM PRIORITY STATUS 5**- Submited**

SYSTEM PRIORITY STATUS 6**- Not submited**

SYSTEM PRIORITY STATUS 7**- Fix needed**

SYSTEM PRIORITY STATUS 8- Takedown Request

SYSTEM PRIORITY STATUS 9**- Takedown**

SYSTEM PRIORITY STATUS 10- Rejected
This triple scenario states all the possible scenarios as there are no more:
- Or all final status on All Providers.
- Or NO ANY final status on Any Providers.
- Or SOME Final Statuses in Some Provider and same time NO Final statuses in some other provider simultaneously mixed, both final and no final scenario.

View Details

The View Details page provides administrators with comprehensive information about a specific release, including the release metadata, label details, and user details. It also contains sections for tracks, copyright checks (via AudD.io), and actions to update the release status.

1. Overview

This section contains key details about the release, including:

Release Thumbnail: An image representing the release (album artwork).
DMID: Unique identifier for the release (e.g., DMID000000148).
Barcode: Barcode associated with the release (if assigned).
Display Title: The title of the release (e.g., Blindling Lights (Sup Remix)).
Display Artist: The artist name associated with the release.
Release Date: The release date for this music release.
Release Type: Indicates the type of release (e.g., Single, Album).
Created At: The date the release was created.

2. Label & User Details

Label Name: The label associated with the release.
User Name: The user who submitted the release.
Status: Indicates whether the user is flagged for any issues.

3. Release Details Section

In addition to the general overview, more detailed information about the release is displayed:

Updated: The date the release was last updated.
Display Title: The title of the release.
Genre: The genre of the release (e.g., Afro-House).
Sub Genre: The sub-genre associated with the release (e.g., C-Pop).
Publishing Line: The publishing line for this release.
Copyright Line: The copyright holder for this release.
Warning Type: Indicates whether the release contains explicit content.
Price Information: Price tier or budget for the release.
Preorder Date: The date the release is available for pre-order.
Cover Release: Indicates whether this is a cover version of an existing song.
Artist Details: Details about the artist(s) involved in the release.

Actions

Update Status: Allows administrators to update the release Status.
View Selected Stores: Shows the list of digital stores where the release will be available.
View Selected Territories: Shows the geographic regions where the release will be distributed.

Tracks Details: Audio Processing and Copyright Checks

When a user uploads audio tracks for their release, our system automatically performs several crucial checks behind the scenes. This occurs before the music reaches the manual review stage, aiming to ensure quality and assist with copyright compliance. Here’s an overview of what the system does:

Audio File Validation:
- Correct Format: The system first verifies if the uploaded audio file adheres to the required format (typically a WAV file).
- Quality Standards: It then checks if the audio meets specific technical quality standards. For instance, it might ensure the audio is CD quality (e.g., 16-bit, 44.1kHz sample rate) or meets other configured professional audio criteria. This helps preemptively address common issues that could lead to rejection by music stores.
- If a file fails these validation checks, it may be flagged, and this information will be accessible to you during your review.
Copyright Check (e.g., via AudD.io):
- Audio Sampling: To identify potential copyright issues, the system typically extracts a short snippet (e.g., the first 10-30 seconds) from each uploaded audio track.
- Music Recognition Process: This audio sample is then sent to a specialized music recognition service (such as AudD.io). This service compares the fingerprint of the sample against an extensive database of commercially released music.
- Reporting Matches: If the service finds a significant match, it suggests that the uploaded audio (or a segment of it) is highly similar to an existing copyrighted song. The system will then report these findings, often including details like the title of the matched song, the artist, and the album, if available.

Why are these checks important for Administrators?

The audio validation process helps catch technical problems early. This reduces the likelihood of rejections from digital stores and streamlines the workflow for both the user and the administrative team.
The copyright check provides valuable insights to help you assess potential copyright infringement. If a track is flagged as matching existing commercial music, and the user has not indicated it as a cover song (with necessary licenses, if applicable), it may warrant further investigation or a discussion with the user.

You can usually find the results of these automated checks within the “Tracks Details” area or a similarly named section when you delve into the specifics of a release. This information is provided to support you in making well-informed decisions during the release review and approval process.

Edit Release

The Edit Release page allows administrators or users to edit the details of a release, including the artist information, release metadata, and distribution options.

1. Artist Data

This section allows the user to enter or update the artist information for the release.

Artist Name: The name of the artist performing in the release.
Role: The role of the artist (e.g., Performer, Composer).
Primary: Marks whether this artist is the primary artist for the release.

2. Release Data

This section contains fields for inputting the metadata related to the release:

Label: The label associated with the release.
DMID: The unique identifier for the release (auto-generated).
Display Title: The title of the release (as it will appear on streaming platforms).
Genre: The main genre of the release (e.g., Afro-House).
Sub Genre: The sub-genre of the release (optional).
Publishing Line: The entity that holds the publishing rights for the release.
Copyright Line: The entity that holds the copyright for the release.
Year: The year the copyright is held. *
Release Type: The type of release (e.g., Single, Album).
Price Information: The pricing tier for the release. *
Use Type: The type of usage for the release (e.g., Streaming).
Pre-order Date: The date the release will be available for pre-order.
Cover Release: Marks whether this release is a cover version of an existing song.
Audio File: Option to upload or replace the audio file for the release.
Parental Warning: Marks whether the release contains explicit content.

3. Release Date & Territories

This section allows the user to select the release date and the distribution territories:

Release Date: The date when the release will be available.
Worldwide: Indicates if the release is to be distributed globally.
All Stores: Indicates if the release will be available on all digital stores.

Actions

Submit: Save the edited release information and submit it for approval.

Workflow of Music Distribution

Release Creation & Submission:
- User Role: Users (artists or labels) create a release by entering essential metadata such as the title, artist details, genre, copyright information, and pricing.
- Actions:
  - Users can Edit Release details like the title, artist, and release date before submitting.
  - Users select territories and digital stores where the release will be distributed.
  - They can upload the necessary files (audio tracks, cover art, etc.) and mark whether the release is a cover or an original.
Release Status Overview:
- Admin Role: Once the release is submitted, it appears in the All Releases or Submitted Releases tab.
- The release status can be one of the following:
  - Not Submitted: The release has been saved but not yet submitted for review.
  - Submitted: The release has been submitted and is awaiting review by an admin.
  - Under Review: The release is currently being reviewed by an administrator.
  - Pending: The release is pending further actions before review.
  - Approved: The release has been approved by the admin.
  - Rejected: The release has been rejected due to issues (e.g., metadata, content problems).
  - Delivered: The release has been successfully delivered to the digital stores.
  - Fix Needed: The release requires changes to proceed.
  - Takedown: The release has been taken down for compliance reasons.
  - Deleted: The release was deleted from the system.
- Admins can bulk approve or reject multiple releases at once.
Review & Approval:
- Admin Role: Admins can view detailed information for each release through the View Details page, where they can see the artist data, release metadata, and review copyright and distribution information.
- Actions: Admins can:
  - Approve & Distribute: Approve the release and send it to the selected stores.
  - Reject: Reject the release and provide feedback.
  - Flag Users: Flag users for problematic content or behavior.
Copyright & Audio Verification (AudD.io):
- Admin Role: Before approving a release, admins may use services like AudD.io to verify tracks for copyright infringements.
- The system pulls details about the track using audio recognition and checks for potential matches in copyright databases.
- Admins can review this information and make decisions based on the copyright check results.
Final Distribution:
- Once a release is approved, it moves into the Delivered Releases tab and is sent to the selected stores and territories for public availability.
- Tracking: Admins and users can track the delivery status and ensure the release reaches the appropriate platforms.
Post-Approval Management:
- If an issue arises after distribution (e.g., copyright claims, flagged content), admins can review the case, and releases may be flagged, rejected, or taken down.
- Releases may also appear in the Fix Needed or Taken Down sections, requiring users or admins to resolve any issues. Here’s a concise breakdown of the cron job functionality you described:

Cron Job Functionality

Under Review (48 Hours)
- When a user submits a release, it enters the “Under Review” status for a period of 48 hours.
- At the end of this period, the release requires an admin’s approval.
Status Update (After 48 Hours)
- If the admin approves the release within the 48-hour window, the status automatically updates to “Approved.”
- If not approved within 48 hours, it may remain in “Under Review” until action is taken by the admin.
Delivered (24 Hours)
- After the release is marked as “Approved,” the system transitions the status to “Delivered” within the next 24 hours.
- This transition also triggers the distribution of the release to the selected stores.

Fix Needed:

Track Table Actions
Action: This status is for releases that need user action, such as correcting metadata or uploading missing content.
Admin can mark a track invalid, and also set a custom remark by marking a track as a fix needed in the track action column
Customer will get an email specifying the issue, and the customer will be able to resubmit the release for review