The VFX Media Submission tool allows vendors or production users to submit VFX media to the studio. Media is uploaded to Workspace and prepped and submitted through the VFX Media Submissions tool in the Tool Library. Errors can occur during this workflow for a variety of reasons. If you are still having issues after trying the recommended troubleshooting steps, please file a Content Hub support ticket making sure to include: screenshots of the error and the CSV file used in the submission.
Duplicate Submission Name
If you try to name a submission with an existing submission name you will see an error message that says “A submission with this name already exists. Please choose a different name.” and you will NOT be able to continue with your submission.
Resolution: Rename your submission to something unique that follows our naming best practices.
Incorrect File Type Uploaded
If a file type other than a .CSV is uploaded, you will NOT be able to select your file.
Resolution: Ensure that you are uploading a .CSV file that meets our delivery specifications. Then upload a new .CSV into your submission folder in Workspace and continue the submission workflow with your previously created submission.
Required Column Is Missing From Your CSV
If the uploaded CSV file is missing a required column the Review Import window will display an error message displaying which required column is missing.
Resolution: Update your CSV to include all required fields (additional specs found here). Then Select the Update CSV in Workspace button. Upload a new .CSV into your submission folder in Workspace. Navigate back to your submission and select Replace CSV and select your updated CSV.
No File Extension or A File Extension Not Meeting the Specifications
If your uploaded .CSV has missing file extensions, for non image sequences, listed in the ‘Version Name’ column you will see two entries in your submission. One for the asset in the CSV that is missing the extension and it will say Missing In Workspace. Then one for the asset that was actually uploaded into workspace and it will say Missing In CSV.
Resolution: Ensure that your .CSV has file extensions listed in the ‘Version Name’ column for all non image sequence assets, and that it meets our delivery specifications. Select Replace CSV on the submission page, upload a new .CSV into your submission folder in Workspace and then navigate to your updated .CSV.
CSV Is Missing Files Contained In Source Folder
When you have assets that are not listed in your CSV but are contained within your Workspace folder an error message will populate in your submission.
Resolution 1: Update your CSV to include missing assets. Then select Go to Workspace To Replace CSV. Upload the new CSV, then navigate back to your submission and select Replace CSV and navigate to your new CSV.
Resolution 2: If the extra file is not needed for this submission you can select the trashcan icon to remove it from your submission.
Source Folder has less files than your CSV
When you have a file listed in your CSV but is not contained in your Workspace folder an error message will populate in your submission.
Resolution 1: If the files are needed for this submission, select the text Workspace Folder from the error message to be taken to the folder for this submission. Upload the missing file then navigate back to your submission where your submission will be revalidated.
Resolution 2: If the files are not needed for this submission, you can select the trashcan icon to remove it from your submission.
Files Have Not Completed Upload in Workspace
When you have assets that are not fully uploaded in Workspace but are listed within your CSV, you may email notification will inform you, depending on your workspace email notification settings.
Image Sequence has missing frames
When a gap is detected in the frames of an Image Sequence, you will be prompted to resolve the issue by uploading the missing frames or removing the image sequence from the submission.
Duplicate Files Detected
Duplicate files or CSV entries are not allowed. When duplicate files are detected an error will appear and the item status will indicate if the item is duplicated in the workspace or in the CSV.
Unsupported Files Detected
When unsupported files are detected they will automatically be canceled and a Warning will appear. Unsupported files are NOT submitted.
Non-EXR Image Sequences
Submitting an Image Sequence that is not EXR (such as .tif formatted mattes) is not supported. You will see Missing From CSV for every frame when attempting to submit .tif or other unsupported image sequences.
FAQ
What happens to ‘my workspaces’ files once submitted.
These files stay in your workspace until you move or delete them. We also copy these files and share them in a “[Vendor]_StudioReview” folder so the Studio has access to the source files uploaded. Please note, 180 days after the title launches, we will purge files in workspace if not included in a submission. If files were included in a submission, these will be archived.
Who specifically receives the shot(s) once submitted and processed
Your VFX contacts at the Studio receive these shots.
How long should it take from upload to ready?
Depending on the size of your files and submission, the SLA from upload to the success email notification is 6 hours, but typically should take under an hour. If it has been more than 6 hours and you checked the troubleshooting steps above and do not see any issues, please reach out to Support.
Do I have to leave my window open after pressing confirm and submit?
You can close your window once you confirm and submit. At anytime, you can re-open the submission page to check the status of your files.
What happens if I delete the files from workspaces? (Does it delete it from FlowPT as well?)
Once your submission has successfully gone through and you’ve received a success email notification, you can delete these files from your workspace. Please do not delete these files until after the submission is complete. Deleting these files after your submission is complete does not delete anything from Flow PT.
What should I do if I accidentally send the wrong version of a shot?
We can not stop or cancel submissions that have begun processing. If you’ve already submitted your shots, you can create a new submission with the correct version and reach out to your VFX contact. Since you can't cancel a completed submission, create a new one with all the correct files and reach out to your VFX contact to let them know which submission had an issue.
I imported the wrong CSV or want to remove line items from my submission
If you haven’t selected the Submit button yet, you can select the Replace CSV button to update your submission.
I canceled my submission before sending it, but want to create a new submission. Do I need to rename my submission?
No, if you cancel a submission, this submission will be discarded and removed from the table. You can create a new submission with the same name.
Do I need to wait until my files are fully uploaded before creating a submission?
Yes, please wait until you receive a successfully uploaded email from Content Hub. Please make sure your Content Hub upload notifications are turned on. If you did not upload these files, but were shared the files, you can check the status of the files by navigating to Workspace Shares, and hovering over the folder and selecting the ‘i’ icon.
One of my files failed to encode, what do I do?
Your entire submission will fail. Please check the delivery specs article for supported formats. Then re-upload to your workspace folder and create a new submission to submit to the studio.
I received an upload failed email notification, what do I do?
Please re-upload the files that are listed in your email notification in workspaces and create a new submission. The failed submission will automatically show a status of Blocked. You can cancel your submission and then reuse the submission name.
I didn’t receive an email notification, but my submission says ‘Completed’
Please reach out to Support and your VFX contact with the name of your show and submission.