After you have created a new project a good next step is to add the tasks that are necessary to complete it. A project could be as simple as a set list of tasks, but is often more complex will require you to structure it somehow.
If you're working with post-production, commercials, film, game cinematic or video production the project is often structured by objects such as Asset build, Shot, Sequence or Episode. While if you're working with print media, product visualisation or manufacturing it might be an Image, Product Shot, Scene or Stage, or other objects.
In ftrack, assets are often grouped into their own stage, which we sometimes call "Asset Builds".
Create the project structure
To create the tasks and objects of the project the best place to start is the Tasks spreadsheet. Navigate to it from Projects > "Your project" and select the Tasks page.
From the Tasks Spreadsheet you can add tasks and the objects. You have two options when creating objects and tasks in the Spreadsheet:
- Right-click on an object in the spreadsheet and choose Add and the object you want to create. Remember to save.
- Or click on the big Create button in the Spreadsheet. This will allow you to create an object or task in the Project.
Double-click to edit any attribute in the Spreadsheet
Remember that you can always re-organise and make changes after you have created it.
In the Tasks Spreadsheet you can create and structure the project, assign tasks, filter it and follow up the progress. It is a great tool and we highly recommend to spend time to learn it.
If you open a task in the side bar you will note that there are many attributes that can be filled in:
- Name - this is the name of the task and is often used to describe what it is.
- Type - What type of task it is, in many companies there are creatives that specialise in a certain area: Lighting, Rendering, Animation, Modelling, Editing, Design, Level design, etc.
- Status - The current status of the Task, usual statuses are Not Started, In progress, Pending Review and Done. But this can be adopted to fit your needs and unique way of working.
- (Optional) 👉 Bid - This is the "budget" of the task and the time that you plan to use to complete it. It can be compared to the amount of worked hours for reporting.
- (Optional) Description - Instructions and steps necessary to complete it.
- (Optional) Start date / due date - If you're using the scheduling tools you can use these to indicate when the task should be started and is due to be completed.
- (Optional) Assignees - Who is assigned to this task. When assigning someone they will receive a notification and the task will appear on their My Tasks page.
- (Optional) Priority - Some companies prefer to use more agile workflow and uses the Priority attribute to prioritise work, rather than a Start / due date.
Add tasks in bulk
With task templates it is possible to quickly create tasks on your project. You just select a number of objects where you want to apply the template, right click and select the template.
Another way to work fast is to copy and paste tasks and objects. Simply select what you want to copy and press (cmd/ctrl + c) and (cmd/ctrl + v). This will paste the objects, don't forget to save.
Import the project structure
If you already have project data in a spreadsheet or Excel, it might be possible to import the project tasks and objects into ftrack. This is common if you work with quoting your project outside of ftrack and using the import tools allows you to quickly start a project and avoid the extra work of manually adding the project structure.
The import tool in ftrack support two different layouts and can import data from any tool that can output CSV. You import tasks, objects, statuses, bid, assignees and much much more.
Find objects easily with a thumbnail
Upload a thumbnail to make it easier to find and recognise objects and tasks in ftrack.
Open the task or object in the side bar and then either click on the empty logo or drag & drop upload an image to it.
Alternatively you can multi-select objects and tasks in the Spreadsheet and select "Change thumbnails". This allows you to bulk-update thumbnails in your project.