Organization-wide custom metadata for consistent video review

Define custom metadata fields once, apply them across every video in the organization, and standardize the review workflow. Statuses like Pending, In Review, and Approved keep every stakeholder on the same page, and custom fields capture the metadata your team actually uses to sort, filter, and report on video.
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Every team invents its own review workflow, and nothing rolls up

  • Ad hoc status tracking in filenames

    Teams end up encoding review status in filenames like 'client_v3_APPROVED_final_FINAL.mov' because there is no first-class status field on the video itself.

  • Metadata inconsistency across teams

    The marketing team calls a field 'campaign,' sales calls it 'deal,' and L&D calls it 'course.' Reporting across teams becomes impossible without a normalization pass.

  • Reviewers guess where a video is in the flow

    Without an explicit status, reviewers open a video not knowing whether it is a rough cut, a client-ready draft, or already approved. Time gets wasted on the wrong kind of feedback.

Video review works fine on a small team where everyone remembers the state of every asset. It falls apart the moment the organization scales past a dozen active projects. Teams end up encoding review status in filenames, using different metadata names for the same concept, and asking reviewers to guess where an asset sits in the flow. Organization-wide custom metadata fixes that with first-class status and metadata fields applied consistently everywhere.

Review statuses everyone reads the same way

Set up review statuses like Pending, In Review, and Approved at the organization level, and every video in every workspace uses the same set. Reviewers, editors, producers, and stakeholders see the same status on the same video, so nobody argues about whether a cut is 'final' or 'final-final'. Filter and sort by status across the entire library from one dashboard view.
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Standard statuses across the org

Define review statuses once at the workspace level: Pending, In Review, Approved, or whatever fits your workflow. Every video inherits the same status set.

Filter and sort by status

Find every video in review, every video pending approval, or every video already approved. The dashboard filter works across every folder in the workspace.

Status changes trigger notifications

When a video moves from In Review to Approved, the right people get notified without a manual Slack message or a follow-up email chain.

Audit trail for status changes

Every status transition is logged with the user and timestamp, so post-review audits can trace exactly how an asset moved through the workflow.

Custom metadata fields for the way your team actually works

Beyond status, define custom metadata fields that match your organization: campaign, client, deal stage, course, region, product line, or any structured field your team uses to organize video. Apply the schema across the whole organization so filtering, reporting, and hand-offs use consistent names, and reviewers see the same fields no matter which workspace they are in.
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Custom fields per workflow

Text, dropdown, date, number, or reference fields. Structure your metadata the way your team actually thinks about video, not the way the tool defaults.

Consistent across every workspace

Apply metadata schemas at the organization level so every workspace, folder, and team member sees the same fields on every video. No per-team naming drift.

Required fields for compliance

Mark specific fields as required at upload or before publish, so no video ships without the metadata your reporting and compliance teams depend on.

Metadata drives search and filter

Filter and search across the workspace using any custom field. Find every video tagged to a specific campaign, deal, or course in one query.

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Why organization-wide metadata pays off at scale

For companies with dozens of active video projects at any time, organization-wide custom metadata is the difference between a library and a searchable video catalog. Reviewers stop asking 'what state is this in?' Editors know what feedback stage a cut is at. Marketers pull every video tagged to a campaign in one query. Leadership gets consistent pipeline reports across every team.

  • Faster reviewer decisions

    When a reviewer opens a video and sees Pending or In Review, they know what feedback stage the cut is at and what kind of notes to leave.

  • Consistent reporting across teams

    Everyone uses the same metadata schema, so campaign-level or client-level reporting rolls up across teams without a normalization pass first.

  • Compliance-friendly audit trail

    Every status change and metadata edit is logged, so regulated industries can prove what state an asset was in at any point during the workflow.

  • Cleaner asset handoffs

    When a video moves from L&D to marketing or from an agency to an in-house team, the metadata comes with it. No explain-our-naming-convention calls.

  • Less time spent naming files

    Editors stop encoding state and metadata in filenames. Version numbers stay in version history where they belong, and filenames stay clean.

  • Structured search across the library

    Search across the entire organization by campaign, client, product line, or any custom field. Assets stop disappearing into folders nobody remembers naming.

  • Governance without micromanagement

    Admins set the schema once at the org level; teams work with fields that are already the right shape. No ops person policing spreadsheets.

  • Faster CRM and CMS sync

    Custom metadata maps cleanly to CRM and CMS fields, so when a video ships, the metadata syncs to marketing and sales systems automatically.

  • Better analytics segmentation

    Segment engagement analytics by any metadata field. Compare campaign, client, or product-line videos side by side without exporting to a BI tool first.

How to set up organization-wide custom metadata for video review

Custom metadata fields for video review live at the workspace level and apply across every folder and team. An admin defines the fields once, sets required flags, and the schema propagates to every existing and future video in the workspace.

  1. Step 1

    Sign in as a workspace admin and open the metadata schema settings. Custom fields are configured at the organization level so every team gets the same schema.

  2. Step 2

    Define your review statuses: Pending, In Review, Approved, and any others (Rejected, Archived, On Hold). Order them to match your review flow.

  3. Step 3

    Add custom metadata fields for campaign, client, deal, course, region, or whatever your teams use. Pick field type (text, dropdown, date, number, reference) and add options for dropdowns.

  4. Step 4

    Mark specific fields as required at upload or before publish. Set default values where sensible so uploaders do not start from scratch every time.

  5. Step 5

    Publish the schema across the workspace. Every existing video adopts the new fields, and every new upload inherits the defaults and required flags automatically.
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Find the right plan for you

    Vimeo offers discounts to US-based non-profit organizations and educational institutions. Learn more.

    For more information on feature availability, please reference our pricing page.

    Frequently asked questions about organization-wide custom metadata for video review

    Vimeo supports custom review statuses like Pending, In Review, and Approved out of the box, and you can add or rename statuses to match your workflow. Every workspace applies the same status set for consistency across teams.

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