Swapping out a video file that is live on YouTube without deleting/reuploading is known as a Video Replacement or an Inline Replacement.
The process replaces the live video file on YouTube without any changes to the video URL, the view count, or the comments. The process involves both Vevo Content Ops + YouTube in conjunction.
Please scroll to the bottom for FAQ.
Instructions for submitting under "Process" heading
Criteria
Requirements for a successful Inline Replacement:
- A new video file with an minor improvement/minor update* to the video (SD to HD upgrade, typo correction, etc.) *see "Reasons for Inline Replacements" below.
- The video must be published/live. If the video is not live, you can replace the video file in Backstage before it goes live. Link: See how to delete/reinsert a new video file here.
- The video must have a significant number of views. Typically if a video has less than 5k views, Content Ops will recommend you delete/reinsert the video rather than go through this process. The inline replacement process is reserved for live videos with a significant number of views.
- A properly formatted Video Replacement Request Form (please see instructions below)
- The approval of YouTube. If YouTube determines the changes to the video are too drastic, they will not process the inline replacement. Vevo cannot offer any recourse if YouTube rejects the replacement, YouTube has final say.
Reasons for Video Replacements
On the submission form, you will be asked to provide a detailed description, with timestamps of what changes are made between the original video and the replacement version.
Acceptable Reasons for a video replacement**:
Video replacements are meant for correcting minor issues that slipped through the QC process, please see below the valid reasons for which YouTube may allow a video replacement.
- SD to HD video file upgrade
- Mono to stereo audio swap
- Correcting out-of-sync audio
-Typos
-Color grading correction
- Blurring
-Removal of non essential audiovisual content (e.g. dead space, livestream countdown, etc.)
^^Please include timestamps on every form submission, even if the replacement is for the entire video. This is required on YouTube's end. The process will be much quicker if you include these.
Unacceptable Reasons for video replacements: These are not allowed and will likely be rejected
- Edits to the content of the video. EG, adding scenes, removing scenes, changing scenes, re-working the edit of the video.
- Differing lengths between the new video and the old video without a detailed explanation/description of the changes.
How to Format Replacement Reasoning for the Form:
Examples of valid reasons for form submission:
Reason: There is a typo in the video from 00:31-00:35, "The" is misspelled.
Reason: SD to HD replacement, duration: 00:00-3:30 (entire video)
Reason: 0:00 - 0:06 Adding a flash/strobe warning at the beginning of the video
✓ The above submissions fall within the "acceptable reasons for a video replacement", are detailed, and include timestamps.
Examples of an invalid reasons for form submission:
Reason: New version of the video
Reason: Adding an extended dance break at the end of the video
Reason: Legal reasons
✘ The above reasons are vague, do not include timestamps, are not allowed, or do not provide a detailed description of proposed changes.
**Please note YouTube has final say in rejecting/processing video replacements. If they deem the changes are too drastic, the request may be rejected. Vevo cannot guarantee your video replacement will be processed. Vevo cannot pre-approve inline replacements, only YouTube approves the replacement.
The Process
How to get your Video Replacement processed quickly and smoothly:
✓ Submit the video replacement form with a specific, detailed, and valid* reason for replacement with timestamps.
✓ Check that the new video file and the old video file are the same length, if they are not, provide a detailed explanation as to why.
✓ Do not omit changes from the form in the hopes that YouTube will overlook them, this will result in further delay.
*see above "Acceptable Reasons for a Video Replacement"
Instructions for submitting a Video Replacement Request
1. Deliver the replacement video either via feed or via your FTP sideloading folder.
2. Generate your S3 URL
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Pointing to the specific location using the full URL will expedite your request. Please provide a complete file location to ensure your replacement request is processed as quickly as possible.
- Please do not name your files with any spaces, for example music video.mp4, filenames with spaces end up being corrupted and have "%" symbols, which we cannot process.
Examples of complete file locations/S3 URLs:
s3://vevo-ingestion/feed/company/00602435484211_20210104192312967/resources/00602435484211_T2_vidtrk.mp4
https://vevo-sideload.s3.amazonaws.com/sideload/Company/123456789abcdefg.mp4
3. Submit your Inline Replacement request using the Inline Replacement Request Form: https://ops.vevo.com/inline/
- Remember to follow instructions and write a detailed description of the changes for the new version of the video with timestamps to ensure your request is processed in a timely manner (see above for examples).
4. This step is completed by Vevo. Vevo will handle the new file and send the request to YouTube (We usually do this same day or within 1-2 business days (M-F).
5. The files and the request are submitted to YouTube by Vevo. At this point, YouTube reviews the replacement and will either approve or reject the request.
6. If YouTube approves the request, they will process the replacement. The processing times vary greatly, and are not in Vevo's control. A replacement can take anywhere from a few hours to a few weeks.
FAQ
Will views, comments, URL stay remain unaffected during this process?
Yes, they will be unaffected. The URL, views, and comments will remain the same! Virtually no changes will take place to the video except the new file will be live instead of the old one.
How long will it take for my video to be replaced?
Once a request is submitted, Vevo content ops will take 1-3 business days (depending on ticket volume/coverage) to handle the new file/ submit the request to YouTube.
YouTube can take an additional 1-5 business days (or more) to process the request.
- Vevo has no control over YouTube processing times for inline replacements.
- Vevo cannot provide ETAs for Inline Replacement processing, once we hand the process to YouTube, it is entirely out of our hands and we have no information to base an estimate on.
- Our partners at YouTube are not able to escalate Inline Replacements to process them more quickly.
- Vevo cannot "rush" inline replacements.
- Vevo cannot guarantee that a replacement will be processed by a certain date.
A video replacement can take anywhere from a few hours to a few weeks to be processed by YouTube.
Can an inline replacement request be rushed?
Unfortunately once the request is in with YouTube, there is no escalation path to complete an inline more quickly.
If the request is urgent, please contact your label rep (if applicable), or send an additional ticket to content ops using Urgent messaging. While the processing of the inline on YouTube's end cannot be rushed, Vevo content ops can at least submit our part as soon as possible.
As a preventative measure, be sure to QC videos thoroughly before publishing! It is very unlikely an inline replacement will take less than 2 business days. To ensure the process is speedy, please be sure to submit a detailed description of the changes made for the replacement version of the video.
I want to make sure my inline replacement is completed by a certain date, is that possible?
We cannot control the date/time an inline is processed. YouTube does not offer this either. Sorry for the inconvenience!
Can Vevo check if /pre-approve my replacement video is eligible for an inline replacement?
We cannot! YouTube handles the actual approval and processing of inline replacements, Vevo has no control or insight over this.
How can I check if my inline replacement is complete?
Once YouTube processes the request, the changes will be live on YouTube. The best way to check is to view the video link and see if the changes have taken effect!
I have more than 5 inline replacement requests, how can I submit in bulk?
Yes, please send a spreadsheet with the following five columns in order (left to right):
1. Video ISRC (This is the ISRC in Backstage for the video)
2. Video id (This is the last part of the YouTube URL for the video, eg, the video id for https://www.youtube.com/watch?v=abcd12345 is "abcd12345")
3. VEVO Channel URL(Very important: Please provide the VEVO channel URL, not the OAC)
4. S3 URL (see instructions under "The Process" heading)
5. Reason (please write the specific reason and the timestamps. See "Reasons for Inline Replacements" above for examples.
We do not need artist names, titles, etc, or anything else! Please only include the info above.