Find and use files received from a client

Before you start

The client must have finished an upload for a project request. You need access to that client and project in Clients. A writable role is required to request a replacement or approve and close the upload requests. You can still open the request and download received files when you only need to review them.

1. Open the received upload

1. Open Clients and select Needs attention.
2. Find Client upload received for the client and project.
3. Check the detail and context, then select Review files.

Mixhaus opens the client's project and the relevant Upload requests view. The matching request is selected, so you can start in Review received files. Opening the item also marks that attention item handled. If it is not in the list, open the client, select the project, and select Upload requests manually.

2. Check the request and submission

In the Requests list, select the request you want to review. Its status tells you what still needs to happen:

• Waiting on client means no submission has finished yet.
• Received means one or more submissions have finished and their files are ready to review.
• Replacement waiting means you asked the client to replace a file.
• Archived means the upload workspace was approved and closed. Its history remains available.

The right side shows Review received files. Each delivery includes the contact name or email, the request title, the received date, the file count, the total size, and the client's optional note.

3. Listen to or download the files

1. Select a file's play control to listen to its waveform when playback is available.
2. Read the filename, size, and status beside the waveform.
3. Select the file's Download control when you need the original audio locally. Select the request's Download control to download its received files together.

If Mixhaus cannot prepare playback for a file, the card says Playback is not available for this upload. Download the file instead. Playback and downloads require access to the received project file. Client portal playback also stops when project retention makes the project unavailable.

4. Understand where the upload went

The request target determines the destination. Mixhaus makes the received upload canonical during finalisation, so the file is already linked to the project when it appears here.

• A Project files request creates a new project file and adds it to the project. Mixhaus places it in the library path Client Uploads/[client]/[project]. The original client filename remains the display name.
• A track request adds each upload as a new version of the selected track. The last version created becomes the track's current version, and the request keeps the submission history.

For a project request, open the project's files or the Library path above to use the new project item. It is already linked to the project. For a track request, open the track's version history to compare the new version with earlier versions.

5. Ask for a replacement when needed

Use a replacement when the client sent the wrong take, exported the wrong format, or needs to fix a problem in one file.

1. Open the file card in Review received files.
2. Enter a note in the comment box labelled Comment on followed by the filename. Include the exact change the client should make.
3. To point to a moment in the audio, add a timed note from the waveform. Mixhaus adds the time to the same replacement note.
4. Select Request replacement.

Mixhaus changes the file to Replacement requested and shows Replacement requested in its review history. The client can see the note in File requests, and the portal tells them to upload one replacement for the named file. The new file appears first in the version switcher. The previous file remains in the request history as Replaced.

6. Approve and close the request set

When every active request has a received file and no file is waiting for a replacement, select Approve files & close.

Mixhaus marks the latest unsuperseded files approved, archives the active requests, and keeps the requests and file versions in project history. The client sees that the request set is up to date. If the button is disabled, check the request counts for Waiting on client or Replacements first.

Expected result

You can play or download the canonical files, use project-level uploads as new project files, and use track-level uploads as current track versions. The request records the delivery, notes, replacement decisions, and final approval in the same project.

What happens next

For a project-level upload, open the new file from the project or its Client Uploads folder. It is already a project item. If your next step needs a different project or a different file arrangement, use the existing project and Library actions. The upload review screen does not allocate a project file to a track. For a track-level upload, continue from the track's current version. Keep the request open while you still need a replacement. Approve and close it after the client has sent the correct files.

Common problems

• There is no Needs attention item. Open the client manually and select the project, then Upload requests. A received upload may already have been opened and marked handled. Refresh the client workspace if the client just finished uploading.
• The request still says Waiting on client. The client has not finished a submission. Ask them to select Send to studio and wait for the Files uploaded confirmation. An upload that fails before finalisation does not appear as received.
• Playback is unavailable. Select Download on the file card. Playback needs a canonical file and active project access. Retention or access changes can also make playback unavailable.
• Request replacement is disabled. The request may be archived, the file may already have a replacement waiting, or the file may already be approved or replaced. Use an active, received file that has not entered another replacement cycle.
• Approve files & close is disabled. Every active request needs a received file, and no current file can be waiting for a replacement. Resolve the Waiting on client and Replacements counts before closing the set.
• The client cannot see the replacement request. Verify that the client contact still has active access to the project and that they are using the current portal link. The client must verify the email address saved for that contact.

Related articles

• Request files from a client
• Upload requested files as a client