Releases
This page is still under construction. We apologize for any accuracies or mistakes it may contain. If you cannot find what you are looking for or have any other questions, feel free to contact us using the Chat available at the bottom right of your screen in your Workspace, or by email at:[email protected]

What is a Release?

In the music industry, a Release is a Digital and/or a Physical commercialized Product.
Releases Manager allows users to easily submit Releases from Reprtoir to Recipients like distributors, aggregators or streaming and/or download services.
To respond to the complexity of this industry, Reprtoir operates in two modes: automatic feeds and manual exports.
Automatic feeds allow users to distribute Releases remotely directly from their Reprtoir accounts bypassing the need to access their client account inside the content management system of their Recipient.
Manual feeds allow users to generate a pre-formatted ZIP package tailored-made to the needs of their Recipient. This ZIP package includes the pre-filled bulk upload spreadsheet and pre-named and formatted audio and artwork files ready to be uploaded to the content management system of the Recipient.
Reprtoir allows Record Labels to easily prepare (meta)data release packages for music distributors like Believe and The Orchard by saving valuable time in the delivery process.
Users of Reprtoir can easily generate a ZIP archive including a compliant metadata spreadsheet, folders, audio tracks, and cover art of new Releases. These files are fully compatible by default with bulk upload tools and requirements from your distributor.

Creating a Release

Releases can be created in multiple ways:
From the Releases list:
  1. 1.
    Go to the Releases list and click on the “New Release” orange button in the top right corner
  2. 2.
    Select an Album from the list
  3. 3.
    Choose a Recipient
  4. 4.
    Fill-in the required metadata
  5. 5.
    Click Save
From the Albums list:
  1. 1.
    Go to the Albums list, select an Album, right-click and choose “Create new Release
  2. 2.
    Choose a Recipient
  3. 3.
    Fill-in the required metadata
  4. 4.
    Click Save
From an Album panel:
  1. 1.
    Open any Album, locate the "Edit" button in the upper right hand corner of the Album panel, click on the arrow and choose "Create a new Release" from the drop-down menu
  2. 2.
    Choose a Recipient
  3. 3.
    Fill-in the required metadata
  4. 4.
    Click Save
At this step, you can find your new Release in the Releases list.

How to make the Release compatible with the Recipient's requirements?

Each Recipient has different submission requirements, and to be able to submit your Releases through Reprtoir, you will have to comply with those requirements.
To help you out in this process, Reprtoir automatically detects erroneous or missing data and helps the user resolve any issues at hand.

How to resolve errors?

  1. 1.
    Click on the error quantity indicated in red found either in the Release list’s “Errors” column or in the Release panel. This will launch a sidebar on the right that lists errors you need to correct.
  2. 2.
    Click on the “Make corrections” links and follow the instructions in each list one after the other. When possible, use mass edit to resolve multiple errors at once.
Once all the errors have been corrected, you will be able to submit your Releases to your Recipient.

How to submit a Release to a Recipient?

Sending a Release to a Recipient depends on the level of integration of the Recipient with Reprtoir. Some Recipient feeds are manual, others are automated. Regardless of the method, you can send one or multiple Releases at a time.
Automatic feeds are fully managed by Reprtoir. For instance, simply changing the Status of your Release will update it on the Recipient’s side.
For manual exports, a ZIP package including metadata, audio and artwork compatible files with the Recipient's requirements will be generated from Reprtoir. The user will then need to go upload these files in the Recipient's content management system.
Here are the steps to accomplish this once your Releases are valid for distribution:
  1. 1.
    Click on the “Export files (ZIP)” link in the “Recipient” column or in the Release panel. Alternatively, you can also select multiples Releases from the Releases list, right-click and choose “Export files (ZIP)” link.
  2. 2.
    Download the ZIP package from the notification center or from the email you received
  3. 3.
    Unzip the package (“releases.zip”) on your desktop
  4. 4.
    Follow the instructions in the Recipient’s content management system to upload metadata, audio and cover files and finalize the submission

Out of sync

With the exception of adding or removing Tracks, reordering tracklistings, or modifying UPCs and ISRCs, you can revise any metadata, audio or artwork files on any Album or Release. If you do any modifications, an alert “Out of sync” will be displayed in the Release list “Status” column. Any modifications brought to your releases will be logged in their “Metadata History” tab.

What does “Out of Sync” mean?

The "Out of sync" icon appears in the status column of your Releases’ list when you have modified a Release that has already been previously submitted to a Recipient. This icon essentially indicates that the data you sent to the Recipient is different from what you have in your Reprtoir account.

Manual exports

One of the technical limitations of manual feeds if that the data cannot be automatically synchronized with the Recipient. You will have to carry out the corrections manually in the Recipient’s content management system then click on the "Remove Warning" button (hover over the "Out of sync" icon) to report that this been done.

Automatic feeds

For automatic feeds, the data is automatically synchronized between Reprtoir and the Recipient. However, you will have to confirm the submission of the modifications to the Recipient by clicking on the "Submit update" button (hover over the "Out of sync" icon).

About Metadata History

Metadata History automatically logs all the metadata modifications brought to a Release. This allows you to review changes made to your release in case one of your collaborators made mistakes while preparing Releases. To access this log, go to any Release panel and then click on the "Metadata History" tab.

About the Release Status

There are several Release statuses:
  • Draft (Status by default)
  • Submitted (Release has been sent to the Recipient)
  • Released (Release is available to the public)
  • Taken Down (Release is no longer available to the public)
In the case of a manual feed, the Release Status is managed manually, except for the “Released” status, which is automatically updated by the Reprtoir system on the day of the digital Release date. Please note that in the case of a manual feed, modifying a status in Reprtoir does not affect statuses on the Recipient’s end.
In case of an automatic feed, the Release Status is fully managed by Reprtoir. Please note that changing status in the automatic flow directly impacts the status of your Release with your Recipient and therefore also its availability on DSPs.

About the Delivery History

The Delivery History automatically logs all Status modifications of a Release. To access this log, go to any Release panel and then click on the "Delivery History" tab.

Process for Believe (Manual exports)

Compliance and requirements

To deliver Releases to Believe Digital, you need to have an access to the Believe Backstage.
Here is a list of the metadata required to be filled for any Release to become compliant for submit to Believe Digital.
Album
  • Main Artists can't be blank
  • Main Genre / Subgenre can't be blank
  • Record Labels can't be blank
  • Physical Release Date can't be blank
  • Artwork must be present
  • Artwork must be between 1500 and 3000 pixels with square ratio
Track
  • Main Artists can't be blank
  • Title Language can't be blank
  • Audio Language can't be blank
  • Recording Year can't be blank
  • Recording Type can't be blank
  • Main Genre / Subgenre can't be blank
  • Authors can't be blank
  • Composers can't be blank
  • Audio is missing
Release
  • Copyright Owners (C-Line) can't be blank
  • Recording Owners (P-Line) can't be blank
  • Price can't be blank
Release Track
  • Price can't be blank
  • Recording Owners (P-Line) can't be blank

How to submit to Believe Digital

  1. 1.
    Connect to your account on the Believe Backstage
  2. 2.
    On the left sidebar click on “New Release” then “Multiple Releases” (even if you have only one Release in your ZIP package)
  3. 3.
    Select the metadata file (releases_metadata.xls) found in the “releases” folder you just unzipped on your desktop and click the “Import” button
  4. 4.
    Click on the link “Edit it here” in the “Import report” section
  5. 5.
    Upload artwork included in the ZIP package under the “Release Information” tab
  6. 6.
    Drag and drop audio files included in the ZIP package under the tab “Upload Assets” (please use the web uploader)
  7. 7.
    If needed, adapt and/or correct metadata (Please check “Incompatibility and known bugs” below)

Incompatibility and known bugs

  • All the Artists detected on Tracks are automatically added as Primary artists
  • You will have to add Release “Featured Artists” value manually because is not supported in the metadata file
  • You will have to add Release “Version/Subtitle” value manually because is not supported in the metadata file
  • You will have to add Release “Format” value manually because is not supported in the metadata file (“Album” is added by default)
  • If the Subgenre choose is the same that the Genre (example “Blues - Blues”), that field will come out as empty
  • The oldest tracks’ production year is automatically added as the Releases’ production year
  • If the “Label” does not exist in the Backstage, you will have to create it before or after the submission
  • When submitting releases with your own ISRCs, you will get error messages because the “Ask to generate an ISRC” checkbox will not be checked with “No” for each track. To solve this problem, you will have to go to the “Submissions” tab of your release then click on "Edit all ISRC codes" at the bottom of the page to mass update all those checkboxes to “No”.
These instructions are subject to change without any notice by the Recipient. If you find a bug, please notify us.

Process for The Orchard (Manual exports)

Compliance and requirements

To deliver Releases to The Orchard, you need to have an access to the The Orchard’s Workstation.
Here is a list of the metadata requirements required to be filled for any Release to become compliant for distribution through The Orchard:
Artist
  • Album Main Artist » Country can't be blank
Album
  • Artwork must be present
  • Main Artists can't be blank
  • Main Genre / Subgenre can't be blank
  • Record Labels can't be blank
  • Artwork must be 3000 x 3000 pixels
  • Original Release Date can't be blank
Track
  • Audio is missing
  • Main Artists can't be blank
  • Main Recording Session Country can't be blank
  • Recording First Owner Country can't be blank
  • Recording Ownership can't be blank
  • Audio Language can't be blank
  • At least one Author or Composer must be present
Release
  • Copyright Owners (C-Line) can't be blank
  • Recording Owners (P-Line) can't be blank
  • Price can't be blank
  • Digital Release Date can't be blank
  • Title Language can't be blank
Release Track
  • Price can't be blank
  • Recording Owners (P-Line) can't be blank

How to submit to The Orchard?

  1. 1.
    Connect to your account on the The Orchard’s Workstation
  2. 2.
    Click on the “Bulk Uploader” link above the “New Project” orange button (even if you have only one Release in your ZIP package)
  3. 3.
    Once you reach the bulk upload page, click on the “Upload your spreadsheet” orange button and select the metadata file (releases_metadata.csv) found in the “releases” folder you just unzipped on your desktop
  4. 4.
    To upload your audio and artwork files, click on the “Select your folder” grey button in the section below, choose the folder inside of your unzipped package, and click “Upload
  5. 5.
    If needed, adapt and/or correct metadata (Please check “Incompatibility and known bugs” below).

Incompatibility and known bugs

  • No incompatibility and bugs have been identified yet
These instructions are subject to change without any notice by the Recipient. If you find a bug, please notify us.
Copy link
On this page
What is a Release?
Creating a Release
How to make the Release compatible with the Recipient's requirements?
How to resolve errors?
How to submit a Release to a Recipient?
Out of sync
What does “Out of Sync” mean?
Manual exports
Automatic feeds
About Metadata History
About the Release Status
Process for Believe (Manual exports)
Process for The Orchard (Manual exports)