Please note that as of April 2024, ShotGrid has been renamed to Autodesk Flow Production Tracking. We are working to update documentation to reflect the changes, but you may see it being referenced as one or the other in the meantime. Thank you for your patience and understanding.
HOW TO ASSIGN VENDORS IN FLOW PRODUCTION TRACKING (FKA SHOTGRID) PROJECTS
Before importing Shot and Asset data into Flow Production Tracking, some initial setup must be performed so shots may be appropriately attached to vendors (and to sequences and reels, if applicable). This is done through the "Vendors" widget.
- "Initial Setup" tab: Vendors can only be added/assigned via the "Initial Setup" tab under the "VFX Status Reporting" section of that project.
- "Add Vendor" button: Use the "Add Vendor" button to create any relevant VFX shot vendors and a description. This will be the name used in vendor assignments throughout the project.
- "Vendor Name" field": This is the vendor name or code. The vendor name should be consistent with the vendors used in CSVs for Studio Review submissions.
- "Description" field: Please provide the vendor location details and full name (if using vendor codes).
Vendor information can be modified at any time after creation, but please note that any changes made will reflect throughout the Flow Production Tracking project. As a best practice, the vendor names should be consistent with the vendor names used in CSVs for Studio Review submissions.
FILLING OUT A TEMPLATE
There are two template options depending on if you are working on a series or film. The templates are formatted with consistent header names to facilitate easier importing into the Netflix-review Flow Production Tracking site. This section will give you an in-depth understanding of what all the fields mean.
For Status Reporting, the only difference between the two template is that the Series Template has an "Episode" column and Film Template has a "Reel" column.
STATUS REPORTING TEMPLATE OVERVIEW
Detailed VFX Shot and Version Naming recommendations can be found here.
You should bookmark or print out Netflix's Shot Methodology Reference Sheet.
SHOTS COLUMN DEFINITIONS
| Reel | (If applicable) Reel that shot appears in. Name/Number of the reel (R1, R2, etc.). |
| 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. |
|
Sequence |
(If applicable) Sequence name or code, which represents a thematic collection of shots. |
| 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). For Series, the Shot Name = (showID_episode_scene_VFX ID) For Film, the Shot Name = (showID_sequence_scene_VFX ID) Detailed VFX Shot and Version Naming recommendations can be found here. |
| 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 in this reference document. |
| 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. Enter the gross shot cost. |
| Currency | Please provide the currency (3-letter abbreviation) in which your shot costs are denominated in. For Example: USD, GBP, CAD, etc. |
| Report Date | (Optional) The date you are uploading this report to Flow Production Tracking. 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 COLUMN DEFINITIONS
| 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 reference document. |
| Description | Brief explanation of the asset. |
| Vendors | The Vendor(s) working on the asset. 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 asset records. |
| VFX Next Studio Review Date | (If applicable) Date of next submission to Studio for review. Acceptable Date Formatting: YYYY/MM/DD, MM/DD/YY, MM/DD/YYYY |
| 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 Date | (Optional) Date that you are uploading the report into Flow Production Tracking. 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. |
IMPORTING A TEMPLATE (BULK IMPORT)
Now that you have your template filled out, you can use Flow Production Tracking's Bulk Importer to fill out the shots in Flow Production Tracking.
STEP 1: ADD YOUR DATA
To import shots: Go to the "Shots Import" tab in your Flow Production Tracking project and select "More" in the toolbar, then select "Import Shots".
To import assets: Go to the "Import Assets" tab in your Flow Production Tracking project and select "More" in the toolbar, then select "Import Assets".
- Drag and drop your CSV/Excel file or select a file locally. You can also copy & paste the data from a Google Sheet or Excel document directly into the importer window.
- Include column headers in the first row of your spreadsheet so Flow Production Tracking 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 Flow Production Tracking:
- If a single match is found, the importer will update that record with the data you are importing.
- If multiple records are found in Flow Production Tracking 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
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. 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: Importing D/M/Y will not display an error, and dates will be misinterpreted.
- Duplicate Shots: Will automatically NOT be imported. (This is why selecting a Unique ID in Step 3 is essential!)
You can also isolate and correct errors by selecting "errors", selecting "Only show the # of rows with errors," and then editing the cell contents.
(OPTIONAL) ADDING THUMBNAILS
Additionally in the "Step 4: Preview" screen, you can upload thumbnails to your shots.
- Click the "Add Thumbnails" button to start the process.
- Select all of your thumbnail files. Note that the name of the file must match the name of the field you are mapping to. For Example: “Shot Name” in this case.
- Select the field you are trying to match the thumbnails to.
- Review any errors and complete the upload.
You can find more information how how to upload thumbnails in this article.
STEP 5: VERIFYING YOUR UPLOAD
If the import is successful, a new window will appear. We recommend "Go back to the page where you started" to review your import and continue.
(OPTIONAL) DELETING SHOTS
If you decide you've imported a shot in error, you can select the shot after import, click "More", then "Send Selected Shot to Trash".
You will not be able to delete shots associated with a Media Review. If you are running into issues, please reach out to your Netflix VFX Contact to assist.
MODIFYING & MONITORING AFTER IMPORT
Once you have successfully uploaded your Bulk Import sheet, you can verify, modify, and search your submitted information through the Flow Production Tracking interface.
"SHOTS IMPORT" PAGE OVERVIEW
Here are some key ways you can customize and search through the Flow Production Tracking interface to help you see the information you care about and make it easier to update shots as needed.
FILTERING
Use the "Filter" button to the right of the search bar above the header row of the Shots table to select and choose the criteria you are looking for. You can select multiple filters at one time. Some notable ways to filter are by: Vendor, Sequence, Episode (if applicable) and Date.
Note: If you do not see the field you would like to filter on in the immediate menu, scroll down to "More Filters" and select the missing field.
SEARCHING
Alternatively, if you are looking for key words in "Scope of Work" or a specific "Shot Name", you can use the search bar above the header row to dynamically search through the shot list.
Note: This search bar will search ONLY on any visible TEXT formatted fields.
UPDATING
To modify any data in the Shots table, just double-click into the cell you would like to change and update. The cell will highlight green and you will see a yellow banner at the top of the window to confirm the changes made. The yellow banner will also have the option to "Undo" the change if needed. Some notable fields update: VFX turnover, Next Review, and Final Delivery Date.
Note: Make sure you are only making updates to fields that are pertinent to the data you are responsible for updating. Reach out to your Netflix VFX Contact if you have any questions on data expectations.
FIELD HIGHLIGHT: THUMBNAILS
- If you would like to upload or update a thumbnail for a shot, you can do so in the Flow Production Tracking interface using the "Thumbnail" column. If there is no thumbnail uploaded, you will see the words "Upload Thumbnail". If there is a thumbnail uploaded (that you'd like to replace), you will see an actual image here. Click on this cell to start the process.
- A pop-up window will appear with the button "Choose File" which will prompt you to select the file you wait to upload as the thumbnail for this shot. This thumbnail file must be accessible on your computer desktop to be selected.
- If you want to upload multiple thumbnails at a time to one or multiple shots, you can do so through "Open Bulk Import" which will take you to the "Bulk Shot Import" pop-up window. Please note that through this option, the name of the thumbnail files must match the Shot Name. (More information can be found here.)
- Once you have selected your ideal thumbnail(s), make sure to click on the "Upload" button to begin the upload process.
You may need to refresh the page after a few minutes to see the thumbnail images you added. The image transcoding process in Flow Production Tracking can take a little while to complete.
"SUMMARY" PAGE OVERVIEW
If you are interested in tracking the health of the show, you can use the "Summary" page under "VFX Status Reporting" to see graphs (called "Widgets") that will give you a better understanding of the current status of shots and assets. You can also hover over the individual sections to get more information.
Examples of widgets found in the "Summary" tab under "VFX Status Reporting."
Please note that the "Summary" page for your project may be different from the screenshot above. If so, this is because your project has customized widgets set by your Netflix team. For questions on how to review/analyze specific widgets, please reach out to your Netflix VFX Contact.
TRANSLATIONS (LAST UPDATED 2024)
Instruksi Pelaporan Status – Indonesian
TRANSLATIONS (LAST UPDATED 2023)
Instrucciones para reportar el estado del trabajo – LatAm Spanish