The purpose of the Weekly Reports is to allow Vendors a consistent way of updating Production as to the status of their work, and to display it in ShotGrid in multiple intuitive and helpful ways. These are not the Submission reports which Vendors send with each Submission; the Weekly Reports are used for planning and managing upcoming work.
After import, the dates are displayed both in the Weekly Reports entities and on the Schedule (Gantt) view. The dates are also copied - "rolled up" - to Sequences, Scenes, and Episodes above it in the hierarchy.
Description
The Weekly Reports entity is found on under the "All Project Pages" menu in the "Production" "Reports" section:
It can also be found in the Vendor Page in the Weekly Report section, where it only shows reports from the vendor which the user belongs to:
After being entered, the linked Weekly Report rows (WKR Items) can be found on the Shot, Asset, Sequence, and Scene entities:
The Weekly Reports, after importing, drive our Schedule Tasks, which allow you to see the dates in a graphical manner on a Gantt Chart on any Shot's Schedule tab or on the Schedules: Post Detail Full view:
The blue diamonds are Milestones that represent the dates as shown from the report (as well as the Final Delivery Date from the Shot/Asset).
The cyan bars are Schedule tasks representing the date range from the Turnover Date to the Final Delivery date for any shot:
The Schedule can also be viewed on the Shot, Asset, Sequence, or Scene page when looking at the Task view:
They are also visible on the Count Sheet, Asset Sheet, Sequence Sheet, or Scene Sheet view (found by changing the view in the top right page menu).
All of the bars can be viewed at the same time on the Schedules: Post Detail Mini view:
The Shot Schedule start and end dates are then applied to the Schedule bar of the Scene, Sequence, and Episode on the Schedules: Post Summary view:
Note: the roll-ups to the Schedule bars do NOT happen immediately but 1-5 minutes after a Weekly Report is ingested.
Onboarding Vendors
To get your Vendors started, give them a sample report they can fill out. To generate a report:
Go to a filled out Weekly Report page, such as the one in the Template V4 Demo project on your site at Project Pages: Reports: Weekly Reports
Go to the "More" menu, and choose "Export All WKR Items to Excel (CSV)
Open the exported file in Excel, and remove the following columns:
- Project
- Shot Link > Status
- Id
- WKR Item Name (if it is there)
Modify the example fields with data relevant to what you are looking to receive from your Vendors.
Be sure to leave the "Weekly Report" column, as that is used to link to the Weekly Report.
Send that Excel/CSV file (doesn't matter which) to your Vendors as a sample. Be sure to clarify to the Vendor whether they are sending the report to you (and you will import it) or whether they will be expected to import it themselves.
Note that the default permissions allow Vendors to import Weekly Reports; let us know if you wish to prevent that.
We recommend creating a sample Shot or Asset and having the Vendor send a dummy report back to show they understand the request and can generate a proper report.
Setting Turnover and Final Delivery Dates
The initial Turnover Date and the Final Delivery Dates are on the Shot, Asset, Sequence, and Scene entities. Use these fields for any entities you expect to receive Weekly Reports for. If you are not receiving Weekly Reports from the Vendors for the Sequence or Scene entities, there's no need to fill those fields.
These fields are used as initial values for the Turnover Date and Final Delivery Date for the Report Tasks on the Schedule gantt view. The dates in the Tasks may be changed after the first Weekly Report is run, but it will not affect the dates on the Shot/Asset/Sequence after that. This is so that you can have a different date per vendor if needed.
Note that the Turnover Date is the field used by the Dashboard page to determine if a Shot has been Turned over.
If the Final Delivery Date are not filled in when a Weekly Report is imported, the Gantt will show the value from the Proposed Final Date.
Importing Weekly Reports
Weekly Reports may be imported on any page which displays them, including the Weekly Reports page in Project Pages: Reports: Weekly Reports and in Vendor Page: Weekly Reports.
To import, start by creating a new Weekly Report in the top left of the Weekly Report page.
Fill in the name of the report (it must match the one in the Weekly Report field of the Excel/CSV)
The Vendor name must be filled in on the Weekly Report or the automation will not progress after the WKR items are imported.
Then, on the right side when in "Detail View" of the Weekly Report, or on the left side of the WKR Item tab when viewing the Detail page of the Weekly Report, click the arrow next to Add WKR Items and choose Import WKR Items.
You will get a screen where you can drag the Weekly Report in. It will first ask you which columns to import; if you column names match they will look like the image to the right. If they do not match, you can choose the correct column from the pulldown list. Click the "Continue" button.
No Key field needs to be chosen on the next field, click "Continue".
ShotGrid will then validate all the fields. If the correct Shot/Asset/Sequence/Scene isn't in the CSV, you can correct it at this time.
Similarly if the Weekly Report name is incorrect, you can choose the one which you just created. If the Vendor has used a nonexistant name, you can choose to keep it or change it. Confirm they didn't use the previous week's name.
Once the import is complete, the Weekly Report is imported and the automation which copies the dates to the Reports schedule will begin.
Note: the roll-ups to the Schedule bars do NOT happen immediately but 1-5 minutes after a Weekly Report is ingested.
Customization
No setup is necessary to begin using the Weekly Reports - we have provided a set of fields which we believe will support any production, but we understand that some may wish to customize their headers. If you wish to change the titles of the fields on the rows of the Weekly Report, called a WKR Item, follow this process. Note this also requires modifying the Report Tasks, so please follow the instructions to the end or the dates will not be carried through to the Schedule.
1: Modify Weekly Report Headers
First go to any page which shows the WKR Items. Any header can be modified by right-clicking on each title, choosing "Configure Field", and changing the name.
If you need to remove any fields, please do NOT delete them, but hide them from the view. If you're a pro user, you can choose "Manage Task Fields" under the "Fields" menu and click the eyeball that hides the entity from the project.
Continue through all the fields you wish to change.
Note that you do not have to re-use the same fields for Shots, Assets, Sequences, and/or Scenes, but if you don't you will need to export MULTIPLE sample reports for your Vendors - one for each entity.
2: Change Task Templates
After changing all the headers on the WKR Item, you need to modify the Task Templates to match. Task Templates are found in the Admin section of the top right menu in SG:
This takes you to the page where Task Templates are modified. Under the "Report" section, you will see:
From here, go to each Weekly Report template you plan to use, and click the pencil to rename the Tasks as needed to EXACTLY match the Weekly Report you modified in Step 1.
Create and Delete Tasks as needed until you have the same number of fields.
Note to be sure to set the Task Order based on how you expect them chronollgically, this will allow them to sort correctly on the other pages.
Once the Weekly Reports and Tasks have been aligned, import a sample CSV and ensure that the dates are copying from the Weekly Report to the Report Tasks as expected.
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