No matter the size of your project, communication is the key to collaboration. Add notes to any task or other entity to keep the right people informed, and add a specific team member as recipient if it's missing. In case it's not related to a specific task, you can send direct messages to a single team member or an entire team instantly via the Inbox.
Add notes and feedback using the side panel
The Notes tab on the side panel plays a central role when it comes to communication. This is where you add and read notes internally, and also drop files that you want to quickly share with your team.
A note added this way will be attached to the currently opened entity only (a task or other entity), but it will bubble up to levels above when accessing any of the ancestors via the side panel. This means that when you navigate to any parent entity's Notes tab, you'll see the notes of all entities below that level. Rest assured you can clearly see which entity it has been added to, however. (see screenshot above)
Tip: Use formatting to add clarity and detail to your message. Click the question mark to show a list of supported formatting and their syntax.
As an option to creating a task for smaller, and especially simpler, amounts of work, you can represent this with a note which can be marked as completed. This might also be useful when you just need a way for someone to actively confirm something has been done and that's it. For simple follow-ups, many views can be filtered to display items that have notes that are not yet completed.
Stay updated through notifications
Notifications keep you informed about things that need your attention. Whether it is a direct message to you only, or an update to a task you are depending on, you will get notified through the notifications icon in the top right corner of the web interface, or by email depending on your settings.
When you have an unread notification, you'll see a badge on the notifications icon in the web interface.
You can customize your notification preferences to suit your needs. Click your profile picture in the top right corner and select My account > Notifications to configure what you'd like to be notified about and how.
Tip: When you want to be notified about updates to tasks and other entities without being assigned to them, you can add yourself as a Manager. Go to the side panel and select Managers in the More menu. Please note you might need to navigate up one level if you don't see it in the menu.
Keep yourself informed with the activities history
Selected types of updates across the project gets recorded on the Activities tab on the side panel. It can be updates to tasks such as a new status or assignee, new notes or new versions of assets. Just like the Notes tab, any entries will bubble up to levels above when accessing any of the ancestors via the side panel. This means that the Activities tab on the project level will include all activity history of the entire project.
Now when we've learned some basic communication skills, it makes sense to look at how you can leverage this new knowledge in the review process. Let's take a dive into some asset features and review tools that you'll probably make much daily use of.
Find assets to review
Assets, or rather asset versions, are normally published to tasks by your creative team and tracked on the Versions tab on the side panel. A "version" is the short name for an "asset version", which is simply a version of an asset.
On the Versions tab you can see all asset versions associated with the currently opened entity (and its descendants, again). Given that an item has a "review" component, you can click the item's thumbnail to launch the overlay player to do a "quick review".
The Versions page on the project level display asset versions produced across the project. This is a good place to start when you want to review multiple assets, and especially assets published to different parts of the project. You can switch between spreadsheet and thumbnail views, and easily add a filter to find items that are pending review, for example. More on the review capabilities next.
Tip: Use views to quickly switch between spreadsheet configurations that you find useful.
Review and approvals
There are two different types of review tools meant for different purposes; internal and external reviewing. The internal tool can be accessed from inside ftrack only by logged in users in your ftrack workspace, while the external tool can be accessed by one or more explicitly invited external collaborators via an authorized link generated by the review tool.
The internal review tool can be launched quickly from a selection of tasks, objects or asset versions directly in the Tasks or Versions spreadsheets. Or, alternatively opened from a list in the outliner on the left-hand side. The items on the list will populate the playlist at the bottom of the screen in the internal review tool (see above).
Your client review sessions can be managed from inside each project via the outliner. Here you add the media you want feedback on, set when it should be accessible and by who. You can also passphrase protect your media for extra security.
When you've got all feedback you asked for, you can close the review session and transfer select feedback back into ftrack to share it with your creative team. You can also download a summary in PDF format from the client review page.