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VFX Status Reporting allows ShotGrid to import Shot & Asset lists and statuses.  The user guide can be found here if you have questions about accessing ShotGrid.  To learn how to navigate ShotGrid, a user guide can be found here

 

STATUS REPORTING

Netflix VFX uses the netflix-review.shotgunstudio.com ShotGrid site to collect information about VFX shot and asset statuses related to titles with VFX work being performed.

INITIAL SETUP

Select your project on the main netflix-review.shotgunstudio.com page to begin status reporting, and then select the “Initial Setup” tab.

Before importing Shot and Asset data, some initial setup must be performed so shots may be appropriately attached to vendors (and to sequences and reels if applicable). In the above example image, information about the VFX vendors hired for the project was input into the “Vendors” widget.

VENDORS

Use the “Add Vendor” button to create any relevant VFX shot vendors and a description.

Vendor Users: If your Vendor name doesn't exist, please get in touch with the Netflix VFX Contact assigned to your project.

Vendor Name Vendor name or code. (This Vendor Name should be consistent with the Vendors used in CSVs for Studio Review submissions)
Description Please provide the vendor location details and full name (if using vendor codes). 

SEQUENCES (if applicable)

Sequence Name Sequence name or code, which represents a thematic collection of shots.
Description If using sequence codes, please provide the complete sequence name here and vice versa.

REELS (if applicable)

Reel Name Name/Number of the reel (R1, R2, etc.)
Description Optional description of the reel.

 

SHOTS IMPORT & ASSETS IMPORT

 

Once the initial setup is complete, navigate to the “Shots Import” tab (or “Assets Import” if importing assets), where you may import Shot Data into Netflix from your tracking system (such as a gsheet, excel doc, or .csv document). If you do not have an established tracking system to export your data from, you may use one of the following Status Reporting template documents, depending on the content type of the project:

Status Reporting Template Series

Status Reporting Template Film

The above documents are formatted with consistent header names to facilitate easier importing into the Netflix-review ShotGrid site.

To import shot data (or asset data), include a row for each shot that is being reported on and a column with each required field. See detailed definitions for each column for shots and assets.

Note: Based on the project, there may be some variation in the data fields required for import. Please connect with your Netflix VFX Contact if there are any questions about which fields are required.

Tip: If not using the provided Status Reporting template above, please ensure your column headers match the field names exactly so ShotGrid can detect these fields automatically during the import process. 

To import Shots, go to the Shots Import tab and select "More" in the toolbar, then select "Import Shots."

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To import Assets, go to the Assets Import tab, select "More" in the toolbar, then select "Import Assets."

Follow the steps on-screen (and documented below) to import your Shot or Asset list.

Step 1: Add your data

  • Drag and drop your CSV/Excel file or select a file locally. You can also copy & paste the data from a gsheet or Excel document directly into the importer window.
  • Include column headers in the first row of your spreadsheet so ShotGrid detects each column correctly.

Step 2: Map column names

  • Review “Your Column” and “ShotGrid Column” to ensure data will be mapped to the correct fields and make adjustments as needed.
  • If there is a column that you do not need to import, select "Not importing" for that column.

Step 3: Specify the ID

  • Note: If this is the first time importing Shots or Assets, you may not see this Step.
  • If this step appears, select "Shot Name" or "Asset Name" as the unique ID so the importer can identify existing Shots or Assets to be uploaded with this import. When updating existing records that have previously been added to ShotGrid:
    • If a single match is found, the importer will update that record with the data you are importing.
    • If multiple records are found in ShotGrid with the same name, you must fix your data and retry the import (don’t include duplicate entries in your source data).
    • If there is no match, a new record will be created.

Step 4: Preview

  • Here, you'll be presented with a preview of your import. You can edit anything here or return to a previous step if anything is incorrect. Below are examples of successful or unsuccessful previews.

EXAMPLE: SUCCESSFUL SHOT IMPORT

EXAMPLE: UNSUCCESSFUL SHOT IMPORT

Examples of some common actions that result in an error:

  • Incorrectly formatted entity (Such as an inconsistent Vendor name or "Shot Methodologies")
  • Incorrect date format (Note importing D/M/Y will not display an error, and dates will be misinterpreted. Do not import M/D/Y)
  • Duplicate Shots: Will automatically NOT be imported. (This is why selecting a Unique ID in Step 3 is essential!)

Fortunately, you can correct any mistakes here!

You can also isolate and correct errors by selecting "errors," selecting "Only show the # of rows with errors," and then editing the cell contents.

Once you are done, select "Finish and Import."

If the import is successful, a new window will appear. Select "Go back to the page where you started."

If you accidentally created a record in error, select the record you wish to delete on the left, right-click, then select "Send Selected Shot(s) to Trash":

NOTE: You cannot delete shot records tied to submissions from Content Hub for Studio Review. We advise updating the shot record or contacting your VFX contact at Netflix.

THUMBNAILS

If applicable, you may import Thumbnails for your project. For guidance around importing Thumbnails, please look at the doc: LIVE-SHOTGRID: VFX REPORTING INSTRUCTIONS, IMPORTING THUMBNAILS.

 

 FIELD DEFINITIONS

 

SHOT FIELDS

Thumbnail (Optional) You can bulk import shot thumbnails quickly if the filename matches the Shot Name. Example: {shot_name}.jpg [See THUMBNAILS for more information.]
Reel (Feature projects) Reel that shot appears in.
Sequence (If applicable) Sequence name or code, which represents a thematic collection of shots. 
Episode (Episodic projects) 3-digit episode number where the first number represents the Season and the following two numbers represent the episode count, e.g., for season 1, episode 2, the values would be 102.
Shot Name Full name of the shot. (This should match the “LINK” record in the. CSV Submission Form that accompanies submission packages for Studio Review)
VFX Shot Status This can be your internal status. Please always include the latest shot status for all reports, even if you are still bidding or awaiting turnover.
Key Shot (If applicable) Indicate "X" for all key or hero VFX shots. Note: You don't need to import unless specifically requested (This field is typically maintained by Netflix personnel).
Shot Methodologies

Please provide a comma-separated list of all shot methodologies that apply from the following options: 3D Human, 3D Creature, Sim FX, Sim Crowd, 3D Environment, 3D Object, 3D FX, 3D Graphics, 2.5D Set Extension, 2.5D Cards, 2D FX, 2D DMP, 2D Comp, 2D Paint.

Reference Doc

Note: You will only encounter errors during the import process if exact methodology names are used, and multiple methodologies are separated by commas when more than one methodology is used.

Scope of Work Description of VFX work being done.
Vendors The Vendor(s) working on the shot. Vendor names must remain consistent with the vendor names used during Initial Setup. If a shot is shared between multiple vendors, you may add various vendor names, separated by a comma. Note: It’s important to include this data point as it allows other users associated with the vendor ID visibility and access to these shot records.
VFX Turnover to Vendor Date The first date when shots were turned over to the vendor. Acceptable Date Formatting: YYYY/MM/DD, MM/DD/YY, MM/DD/YYYY
VFX Next Studio Review Date (If applicable) Date of next submission to Studio for review
VFX Final Delivery Date The date you estimate that all work will be complete on the shot. Acceptable Date Formatting: YYYY/MM/DD, MM/DD/YY, MM/DD/YYYY
VFX Final Version Complete version name of the Final VFX version in the cut.
Shot Cost For omitted shots, this would represent the Cost to Date. Next, enter the gross shot cost.
Currency Please provide the currency (3-letter abbreviation) in which your shot costs are denominated—for Example, USD, GBP, CAD, etc.
Report Date Acceptable Date Formatting: YYYY/MM/DD, MM/DD/YY, MM/DD/YYYY
Report Note (Optional) Any additional context or information you’d like to include.

 

ASSET FIELDS

Thumbnail (Optional) You can bulk import shot thumbnails easily if the filename matches the Asset Name. Example: {asset_name}.jpg [See THUMBNAILS for more information.]
Episodes (Episodic projects) 3-digit episode number where the first number represents the Season and the following two numbers represent the episode count, e.g., for season 1, episode 2, the values would be 102.
Asset Name Full name of the asset. This should match the “LINK” record in your CSV Review Submission Form.
VFX Asset Status This can be your internal status.
Type

Please select the asset type from the following options: 2D FX, Graphics, Matte Painting, Prop, Building, Vehicle, Greenery, Environment, Rigid Simulation, Dynamic Simulation, Animal, Other Creature, or Digital Human.

Reference Doc

Note: You will encounter errors during the import process unless the exact Types are used

Description A brief explanation of the asset.
Vendors The Vendor(s) working on the shot. Vendor names must remain consistent with the vendor names used during Initial Setup. If a shot is shared between multiple vendors, you may add multiple vendor names, separated by a comma. Note: It’s important to include this data point as it allows other users associated with the vendor ID visibility and access to these shot records.
VFX Next Studio Review Date (If applicable) Date of next submission to Studio for review
VFX Final Delivery Date The date you estimate that all work will be complete on the asset. Acceptable Date Formatting: YYYY/MM/DD, MM/DD/YY, MM/DD/YYYY
VFX Final Version Complete version name of the Final Asset.
Asset Cost Total Asset Cost to Date. Enter the gross asset cost.
Currency Please provide the native currency (3-letter abbreviation) in which your asset costs are denominated—for Example, USD, GBP, CAD, etc.
Report Note (Optional) Any additional context or information you’d like to include.
Report Date (Optional) Acceptable Date Formatting: YYYY/MM/DD, MM/DD/YY, MM/DD/YYYY

Reference VFX Shot Methodologies for further field formatting guidance.

TRANSLATIONS

Instrucciones para reportar el estado del trabajo – LatAm Spanish

Instruksi Pelaporan Status - Indonesian

วิธีการรายงานสถานะ – Thai

상태 보고 안내 – Korean

ステータスレポートの手順 – Japanese



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