Setting up Workflow Schemas

Workflow schemas define the building blocks for a project, and they can be different depending on what type of project your company is working on.

The workflow schema allows you to choose what objects should be used in the project and how they can be configured with different statuses and types.

While a smaller studio might only need one schema, more extensive facilities could benefit from using different schemas for different projects.

  • You can find the workflow schema settings page at System settings >  Workflow >  Schemas.

ftrack also comes with a default schema setup that you can edit or remove according to your needs, and when you create a new project, you can select the workflow schema you want to use.

Please note: Before proceeding, ensure you have the Objects, Types, and Statuses you need for your project.


Creating a schema

Click the Add (+) button in the bottom left corner to create a new schema.


Enter a name in the Create workflow dialogue, and click Create button.


In the edit view that is displayed, you can select which objects should be included in your schema and, for each object, what statuses and types they should be allowed to have.

Please note: The red triangle means the workflow schema isn’t valid since the required settings are not set up yet.


Cloning an existing schema

You can clone a workflow schema by selecting a schema and clicking the Clone button at the bottom left corner.


Cloning will create an exact clone of the selected schema. Once the clone is done, you should rename and Edit it to your liking.

Editing a schema

To be able to edit a schema, you need to click on the schema you want to update, and the editing options will open. (In this case, we will edit the My schema created in the Creating a schema section).


Managing types and statuses

To add some Types and select Statuses for Tasks on your project, click Edit in the Tasks category.

In the dialogue that appears, you can add types to your schema by clicking Add task type and selecting types in the menu that appears.


Statuses that should be available on the task types can be selected from the centre of the interface.


All task types added to the workflow share the same status types. However, you can add overrides for specific task types if you want to have other statuses available. For instance, Animation could benefit from other approval steps such as blocking, rough animation, final animation etc.

To add an override for a specific task type, click the Add override button and continue by dragging and dropping the task type from the task types category to the recently added overrides category to the left.

Select the task type to the left and then select status types to the right that you want that specific task type to have.


Managing statuses and types on other objects

To change what statuses that should be available on other objects, click Edit for that object.

In the dialogue that appears, select Types and Statuses you would like to use, and click Save.


Managing task templates

From the workflow schemas, you can also set and edit the Task templates.

Tip: To learn how to manage task templates, visit Using Task Templates.


Removing a schema

To remove a schema, select one to the left and click the Trash can button in the bottom left corner.

Please note: You cannot remove workflow schemas that are in use on a project.
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