Scheduling and Tracking

Now that you have input all your project data and configured the Task Spreadsheet, it’s time to get to work!

Scheduling with the Gantt Tool

A proper schedule that is maintained throughout the life of your project will ensure that:

  • Tasks are properly prioritized
  • Dependencies are clear and visible
  • Users have visibility on how long they have to complete their tasks
  • All team members have visibility on important deadlines
  • Progress can be monitored and course-corrected when needed
  • Reports can be quickly generated

The Gantt Tool on the Task Spreadsheet allows you to quickly and efficiently schedule your project.


Image: An Object (Shot) with its task schedule displayed in the Gantt Tool.

Tip: The following article walks you through its features and how it works so you can create your own schedule:

Please note: The Start and Due Dates for your tasks can also be updated by clicking on the corresponding cells within the Task Spreadsheet.


Assigning Tasks

Once your tasks have been scheduled, you can begin assigning them to your team.

We covered how to add team members to your projects in Adding Users and Creating Groups in the Team section of this guide, if you would like to explicitly add users to your projects before beginning task assignments.

Assigning tasks to your team gives everyone visibility on who is responsible for completing each piece of the work, as well as populates the My Tasks page where users can keep track of all their assignments in one place.


Tip: In addition to adding user assignments in the Assignee field in the Task Spreadsheet, the following article discusses a few other ways you can assign tasks in more detail:


Using Lists

Lists can be created on your projects to help you keep track of smaller subsets of data. They work across both the Task Spreadsheet and the Versions Page.

Lists can be used to:

  • Compile specific information on a project, such as a group of shots that are part of a trailer delivery (or any other group of Objects that are a part of a special deadline).
  • Replicate tagging functionality, such as grouping furniture asset builds that will be used in the same digital display room.


Tip: The following article explains how to effectively use Lists on your projects:


Tracking Versions

The Versions page of each project provides you with visibility on all Asset Versions that have been uploaded or published to your project.

This page can also be sorted and filtered, and Saved Views can be created for things such as media pending review, compiled reviews for dailies or final approval, or approved versions.


Image: The Versions page with versions displayed in the thumbnail layout

Tip: The Versions page will be covered in more detail in the Review section of this guide.


Using Notes

ftrack Studio allows you to attach notes to everything from your asset versions, to the project as a whole. Using this feature gives you an easy way to ensure that any relevant information to the work that is underway on your project is saved and organized in the same place and can be easily referred back to as needed by any of your team members.

Notes can be used to communicate things like:

  • Briefs when initiating a new task
  • Feedback on a published asset version for changes that may need to be made


Tip: Review and feedback will be covered in more detail in the Review section of this guide.


Project Dashboards

The Dashboards tab of a project allows you to customize additional views for the information you may want to display in formats other than the Task Spreadsheet. These can include reporting graphs, project notes, upcoming milestone dates at a glance, or user workload summaries.


Tip: The following article explains the different widgets available to configure your project Dashboards:


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