Proactive and Prepared in Action: The Strategic Role of Email Notifications in MediaRights

Managing media rights effectively means more than just keeping records—it is about anticipating key moments before they happen. MediaRights, a powerful and user-friendly cloud-based rights management system, empowers distribution teams to stay agile, responsive and ahead of the curve. At the heart of its forward-thinking and intelligent design lies a versatile email notification system, ensuring users stay effortlessly connected to critical events, deadlines and opportunities.

This system functions as an operational command center, ensuring that no deadline, renewal opportunity or contractual obligation goes unnoticed. By delivering timely, customizable alerts, it streamlines workflows, minimizes risks and enhances collaboration across departments. Whether it is securing rights, finalizing deals or managing financial milestones, MediaRights equips decision-makers and rights managers with the foresight and precision they need to act decisively and maximize every opportunity.

Customizable and Targeted Notifications

A standout feature of MediaRights is its flexible and comprehensive email notification system, designed to keep users informed and in control of critical developments. Built for precision and adaptability, this system allows users to configure alerts across three key areas:

• Product-related events
• Acquisition-related events
• Contract-related events

What makes this feature truly powerful is its customization. Notifications can be fine-tuned based on user roles and privileges, ensuring that only the right individuals receive relevant updates. Additionally, users can set notifications to trigger a specific number of days before an event, providing ample time for preparation and decisive action.

Product Notifications: Staying Ahead in the Distribution Cycle

Product notifications are a vital feature for managing the distribution lifecycle effectively. They consist of two key events that ensure seamless coordination and timely action:

• Product Activation: The moment a product enters the distribution cycle, it becomes available to the sales team, sparking an immediate notification. This allows sales representatives to engage with fresh opportunities as soon as they arise, enabling quick responses and maximizing the potential of new product releases.

• Expiration of Distribution Rights: As distribution rights near their expiration, users are notified ahead of time—based on a preset window. These advance alerts provide the necessary lead time for teams to renegotiate terms or renew agreements with content owners, ensuring the uninterrupted flow of rights and preventing gaps in distribution.

As demonstrated in the Image below, users can seamlessly configure their notification preferences for these events. The grid layout presents the events at the top and lists active users along the left. Each intersection of the grid contains a checkbox—selecting it ensures that the user will receive relevant notifications, contingent on their assigned privileges. This intuitive system not only provides flexibility but also keeps teams informed and ahead of critical product milestones.

Acquisition Notifications: Timely and Accurate Royalty-Out Management

Acquisition notifications are essential for ensuring that royalty-out obligations are met on time and in full accordance with acquisition agreements. These notifications help users stay on top of critical financial deadlines and maintain smooth interactions with content owners.

• Royalty Statements Due: MediaRights ensures that designated users are notified well in advance of upcoming royalty statement deadlines. Users can customize these notifications to be sent a specific number of days before the due date, ensuring that they are always prepared to meet their obligations and send statements to product owners on time.

In addition to initial reminders, users have the option to configure repeated notifications at another preset window, ensuring they never miss a deadline. This recurring notification system gives users extra confidence that they will act in accordance with their acquisition agreements, avoiding potential delays or discrepancies. By providing this level of proactive support, MediaRights helps users manage their royalty-out responsibilities seamlessly, building strong, reliable relationships with content owners.

Contract Notifications: Ensuring Seamless Execution and Servicing

Effective contract management is vital for ensuring smooth operations and aligning all team members throughout the media licensing process. Contract notifications deliver timely alerts for key events, allowing teams to stay on top of every stage of the contract lifecycle and respond promptly when necessary. Let’s take a brief look at how contract notifications in MediaRights help keep your operations running seamlessly:

• Proposal Approval: As soon as a proposal is approved as a pending order, users receive an instant notification, enabling them to track new deals with efficiency and precision. This immediate alert ensures no opportunity is missed.

• Contract Execution: Once a pending order is signed and formalized into a contract, users are notified instantly, ensuring that the contract is finalized without delay and that all involved parties are promptly informed.

• Contract Cancellation: Users are immediately alerted when a contract is canceled, allowing them to assess potential impacts and take the necessary steps to mitigate disruptions in operations or revenue.

• Expiration of Licensed Rights: Staying ahead of expiring sales rights is crucial for maximizing revenue opportunities. To help users stay prepared, the system notifies them well in advance, based on a predefined window. This provides adequate time to prepare new offers for the licensee, explore renewal options or seek other opportunities to maximize sales potential. By receiving this timely alert, teams can proactively act to secure continued revenue, ensuring a seamless transition and preventing any disruptions in content distribution.

• Payment Terms Due: Finance teams are notified in advance to issue invoices according to the due payment terms for receivables. These alerts ensure that invoices are generated on time, keeping the financial workflow seamless and helping to maintain a steady cash flow. By receiving timely notifications, finance teams can stay on top of outstanding receivables and ensure that payments are collected in accordance with agreed-upon terms.

• Newly-Triggered Pending Invoices: Finance teams can generate invoices in advance and keep them pending. As soon as one of these pending invoices is triggered to be processed, relevant finance users are immediately notified, keeping the financial workflow seamless and ensuring timely billing processes.

• Material Requests Due: Shipping and servicing teams are notified ahead of material request due dates, ensuring that materials are delivered to licensees on time and that operations continue to run smoothly.

By providing these comprehensive and timely notifications, contract notifications help streamline contract management, making sure key events are never overlooked and that team members can respond efficiently at every stage.

MediaRights transforms how you manage key events, ensuring timely actions, seamless coordination and complete visibility throughout your distribution and contract processes. Say goodbye to missed deadlines and manual tracking—embrace the power of automated notifications and stay ahead of every key event with ease.

Ready to revolutionize your distribution workflow? Visit our website or contact us today to learn more about how MediaRights can empower your business.