System Help Section
System Access
Menu Bar
Applications "apps"
Mobile Sample & Styling
Glossary
System Help Section

Welcome to ShotFlow Support! We offer a multitude of resources that will guide you through configuring and using ShotFlow. Please take a moment to click through the tabs and sections to learn more. 

If you reach a section that requires you to log into the support portal, and you don't already have access, please send an email to support@shotflow1.freshdesk.com, and we'll be happy to help. 

System Access

Only users with a ShotFlow account and a valid password can access the ShotFlow (hereafter: SF) platform via web browser and/or SF capture

Access via web browser is available at: https://platform.shotflow.com/

Currently supported web browsers include the latest releases of:

  • Google Chrome
  • Apple Safari
  • Mozilla Firefox

Access via SF capture requires:

  • Mac OS version: 10.14 (Mojave) or 10.13 (High Sierra)
  • Locally installed instance of the latest release of SF capture (version 2.1 or later)
  • Access to at least one SF studio app
  • Access Capture Module permission in the SF studio app

Note that user passwords may expire and require updating, based on Account settings. Resetting passwords must be done via web browser, it is not supported in SF capture.

Menu Bar

Upon successful log-in via web browser, the user will see a top menu bar with the following menu items:

  • Applications - accesses the Applications panel (see below)
  • Help - accesses this Help document
  • [User Name] - accesses the User Profile and Logout options

[User Name] Menu

The available selections are:

  • Edit Profile - enables changing the User Name and/or password
  • Logout - selecting will log the user out of ShotFlow

Applications Panel

By default, the user is on the Applications page, which lists all ShotFlow applications (“apps”) available to the user. In order for an app to be listed, the user must be added to the application by an Admin, or another role with appropriate permissions.

Each app is represented by an icon designating the app type, with the app name listed beneath it. The types of applications currently supported in SF are:

  • brand [price tag icon] - designed to manage data for a single brand. In rare cases there may be data from multiple brands in a single brand app.
  • studio [building icon] - designed to manage data for a single physical studio operation, and any related location work tied to that studio. It is not recommended to try to "stack" multiple physical studio locations into a single studio app, unless those multiple locations are truly a single "studio" from an operational perspective, including that there is no distinction between samples being present at one studio vs. another, they share the same group of Sets, and they are measured collectively into the same set of studio KPI data. Generally, each physical studio needs its own SF2.0 studio app.
  • executive dashboard [gauge icon] - designed to act as a "bridge" to visualize data between multiple SF brand and/or SF studio apps. A common scenario for an executive dashboard is a multi-brand conglomerate that wants to see data across multiple brand apps, or a multi-studio conglomerate that wants to see aggregate data across multiple studio apps. 

A user can navigate into an available app by selecting it with the mouse pointer.

Note that only ShotFlow Super Admins can create new applications. A new application request can be submitted via email to: support@shotflow1.freshdesk.com

Applications "apps"

Please refer to the sections below for more information about Applications. 

Mobile Sample & Styling

This section is coming soon! 

Glossary
Term Definition Synonyms
Action A means to make change(s) to the data in a specific Table, by defining the parameters of the change(s) and connecting them to a user-initiated control (typically a button) Button
app A ShotFlow database application, which can be one of three types: brand, studio, or executive dashboard Database, Tool,
Asset Automation A server-based method of managing asset workflow to and from folder(s), FTP sites, and related file operations using a highly configurable visual “canvas.” Upgradeable to Smarter Asset Automation
Assets The individual files created by Shots, as well as the proxy records in ShotFlow that represent Assets as they move through a post-production workflow Image File, JPEG, TIFF
Booking An agreement to utilize one or more Talent resources for a particular time period at a negotiated cost. Bookings become a major component of many studio KPIs
Campaigns/Projects The largest unit of creative work as understood by the business, can be divided into one or more Jobs/Channels A Seasonal launch, catalog, 
Chart A visual means to view a subset of data, using a single visual format (e.g. bar, line, pie, etc.) Graph, 
Dashboard A Report that has been designated for “one click” access, selectable by Role
Jobs/Channels A “medium size” unit of creative work as understood by the business. Can belong to one or more parent Campaigns/Projects, and can be divided into onto one or more Requests 
Post-production Work Management A web-based dashboard for managing post-production workflow by queueing Assets for individual users
Product Child An item that is offered for sale and cannot be further reduced into sub-items. The specific designation is dependent on the brand’s way of defining products. Colorway, Variant
Product Parent An item that defines certain attributes which also apply to Product Children, but each Product Child also has unique attributes that distinguish it from other Product Children. An example of this is a Parent Style with Product Children that each represent a colorway. Item Master
Relationships
Report A visual means to view multiple subsets of data, comprised of several element types: Text, Chart(s) and/or Table Views.
Request The smallest unit of creative work as understood by the business. Can belong to one or more parent Jobs/Channels.
Sample
Shipment
Shoot A collection of Shot Lists, linking a specific brand app to a specific studio app
Shot A single view, angle, or type of content representing one or more photographic subject(s), such as a Front Shot, a video clip, a 360 “spin” object Angle, Asset Request
Shot List A group of Shots to be produced together, and may be related to a Shoot and {n} Sets. A Shot List controls how the capture team can interact with Shots, as well as parameters such as the local folder structure to create when shooting.
Smarter Asset Automation An enhancement to Asset Automation, adding metadata-driven behaviors and rules, as well as automated creation and update of Assets in a brand app
Style Guide
Table A group of database records that share a common schema (field structure) and relationship(s) to other table(s)
Talent
View A means to manage what Table data is visible. This includes controlling which fields and related records are displayed, and any applicable filtering criteria to reduce the number of records displayed.
Dashboards

Selecting this header in the left pane shows a Report that has been designated as the Dashboard for this user’s role. For users without the Manage role reports permission, the primary panel will display “Dashboard not configured” if no Report has been designated as the Dashboard for this user’s role.

For users with the Manage role reports permission, the process of defining dashboards by role consists of three major steps:

  1. Create or identify the Chart(s) needed for each Dashboard (refer to: Creating Charts)
  2. Build a Report that include any combination of Charts, Text elements, and/or Table Views (refer to: Creating Reports)
  3. Select Reports from the left pane, then select [Manage Roles]
  4. In the Role Dashboard Reports panel, select a Report for each existing role in this app, which will be shown as the Dashboard when users first access the app.
Data Ingest

There are four areas within Data Ingest that can be accessed, depending on user permissions:

  • Automations - defining pre-configured automated ingests
  • Configurations - control the field mappings and logic applied during an individual ingest
  • Ingest - enables manual data ingest by the current user
  • Logs - an archive of ingest history

Automations

These are configured once one or more Configurations have been defined. Contact the SF Professional Services team to assist with configuring automated ingests.

Configurations

  1. Select Configurations under the Data Ingest header in the left navigation pane
  2. You will see any existing Configurations for the current app, as well as a [Create] button to create a new Configuration.
  3. Each Configuration is dependent on the format of the data being ingested, the mappings to transfer that data into the current app, and the logical rules to be applied to the incoming data. So an app may have many different configurations defined, based on multiple ingest formats and different logical rules to apply. Note that existing Data Ingest Configurations will be shown with the following columns: 
    • Name - the name assigned to this Configuration when it was configured
    • Data Feed - the name of the source data file used to create the Configuration. Note that this file name is for reference only, files can be ingested with any naming convention, as long as they match the data structure of the original files used to define the Configuration.
    • Mappings - this column shows a count of the number of field mappings defined in the Configuration. Selecting the number of Mappings navigates to the Mappings panel for the Configuration.
    • Logic - this column shows a count of the number of logical tasks defined in the Configuration. Selecting the number of logical tasks navigates to the Logic panel for the Configuration.
    • Updated - the last date and time this Configuration was modified
    • Selecting the [Summary] button produces a printable summary of the Configuration.
  4. When creating a new Configuration, you will be prompted to drop or upload a source file. It is critical to utilize a consistent data format when defining  the configuration for mapping that data.
  5. Once the data is processed, you will now see a Mappings panel.
  6. Based on the desired outcome, and the ingest data source, use a combination of [Add Mapping] and [Guess Mappings] to define which input fields will be mapped into the various SF tables and fields. {forklift over Mapping Help section from die.shotflow1.com}.
  7. When the Mappings are complete, select [Save] and designate a Configuration Name and an optional Identifier String (for cases where a brand may have multiple data source types that need to be identified, such as Line Plan vs. Shot List).
  8. Now select the [Logic] button to access the Logic panel for this data mapping. Create a Task by selecting the green [+Add Task] icon.
  9. Logic determines what type(s) of records will be created during ingest, based on logical conditions. For example, it is common that ingesting a “Line List” or product assortment drives automated insertion/updates of not only product data records, but also related sample and shot records according to certain parameters within the product data schema.  E.g. the value in the Department field of each product data record may dictate how many shots are required, and which angles those shots should represent. Setting up Logic is predicated on having a clear understanding of what the client expects to occur in SF based on ingest of data. {forklift over Logic Help section from die.shotflow1.com?}.
  10. Once all Logic has been defined, select [Save] from the top right corner of the page. This Logic will be applied to any ingest using the associated Mapping for this Data Ingest Configuration.

Ingest

  1. Select Ingest under the Data Ingest header in the left navigation pane
  2. You will be prompted to drop or upload a source file. It is critical to utilize a data format identical to the one used for a pre-existing Configuration.
  3. You will be prompted to select an existing Configuration. Be sure the selected Configuration matches the formatting of the ingestion file exactly. 
  4. Select [Begin Import].
  5. The import process will proceed and display a status panel providing updates as the ingest process progresses.
  6. Once the ingest has been processed, the Status panel will display three buttons at the top of the screen:
    1. [ Finalize ] - Selecting this button will update the production data in the app with the new data, per the information in the status panel. This button should only be selected if you are certain that the ingest has created desirable results. If there are concerns about the outcome of the data ingest, refer to the [ Preview ] feature, below
    2. [ Preview ] - Selecting this button enables you to preview the results of the ingest within the current app without making any changes to the production data. Using this option, you can navigate within the app as you normally would, but the app is simulating the results of the ingest prior to applying them to production data. This is a perfect way to do a “spot check” on various Tables and/or Views that would be impacted by the ingest, to confirm that the ingest data looks correct before finalizing it. Note that while Previewing, a window will be displayed stating PREVIEW: You are in preview mode, the data you are viewing is not committed. When you are ready to make a decision on how to proceed with the current ingest, select the [ Stop ] button on the Preview window, which will return you to the Ingest Status panel. There, you can decide whether to Finalize or Disregard the current ingest.
    3. [ Disregard ] - Selecting this option aborts the current ingest and makes no changes to the app data.

Logs

This option views the most recent data ingests for the current app. The logs are displayed in a table view, with the following headers:

  • UUID - the unique ingest ID generated by the system 
  • Status - identifies if the ingest was Completed or Aborted
  • Data Feed - the file name of the ingest source
  • Configuration - the name of the saved Configuration used for the ingest
  • User - the user who initiated the ingest
  • Created - the date and time the ingest was initiated
  • Duration - the length of the ingest process in hh:mm:ss
  • Totals - the items created/updated [brown], the number of errors [red], and the number of warnings [yellow] generated by the ingest
  • Manual - shows a check mark if the ingest was initiated manually, or no value for automated ingests
Charts

Selecting this header in the left pane shows all existing Charts for the current app. If no Charts exist, a [Create Chart] button will be displayed for users with the Create Chart permission enabled. 

Creating Charts

  1. Selecting the Charts header in the left pane
  2. Select [+Create]
  3. Complete the New Chart form as follows:
    • Name (required)
    • Description (optional) 
    • Table - select one of the Tables in the current app for use in creating this Chart. If you return to this setting later and change it, you will lose any settings below this point on the form.
    • Type - select the type of chart you want to create. If you return to this setting later and change it, you will lose any settings below this point on the form.
  4. Depending on the Table and Type selected above, the remainder of the form will be adjusted to reflect your selections. Most Charts require a Query to be defined based on one or more logical criteria, a Data set to be defined based on a Field, and one or more additional Settings relevant to the type of Chart. If you need help, contact your ShotFlow Admin or the ShotFlow Professional Services team for assistance with configuring Charts.

Viewing Charts

Each existing Chart will be displayed as a small preview panel, including:

  • The Chart name at the top
  • An icon for the type of Chart (bar, pie, etc.)
  • The name of the primary Table the Chart is built on
  • A Description (if present)

Depending on the user’s permissions, there may be up to three buttons at the bottom of each Chart preview panel:

  • View [eye] - Presents the Chart full size in the main window
  • Edit [pencil] - Presents the Edit Chart form, which is very similar to the Create Chart form (above) but includes the existing Settings with the opportunity to add, remove and/or edit them
  • Delete [x] - presents a confirmation prompt to permanently delete the Chart, which cannot be undone.



Reports

Selecting this header in the left pane shows all existing Reports for the current app. If no Reports exist, a [Create Report] button will be displayed for users with the Create Report permission enabled. 

  1. Selecting the Reports header in the left pane
  2. Select [+Create]
  3. Complete the New Report form as follows:
    • Name (required)
    • Description (optional)
  4. Select [Add Row] to begin building your Report. Each row can have its own Name to identify it, and can be configured as one or more columns using the [3 line] icon.  
  5. To change the report type element (Text, View or Chart), click the [pencil] icon.
  6. If you need help, contact your ShotFlow Admin or the ShotFlow Professional Services team for assistance with configuring Reports.

Viewing Reports

Each existing Report will be displayed as a small preview panel, including:

  • The Report name at the top
  • A graphic showing the formatting of the report (each row will be shown with its number of columns, and each column will be identified by Type using an icon)
  • A Description (if present)

Depending on the user’s permissions, there may be up to three buttons at the bottom of each Report preview panel:

  • View [eye] - Presents the Report full size in the main window
  • Edit [pencil] - Presents the Edit Report form, which is very similar to the Create Report form (above) but includes the existing item(s) with the opportunity to add, remove and/or edit the item(s)
  • Delete [x] - presents a confirmation prompt to permanently delete the Report, which cannot be undone.
Tables

Selecting this header in the left pane shows all existing Tables for the current app. If no Tables exist, a [Create Table] button will be displayed for users with the Create Tables permission enabled. 

The Tables listed will be dependent on the type of app (brand vs. studio vs. executive dashboard) as well as any custom Tables that may have been added by a user with appropriate permissions.

Each Table can be accessed by selecting the Table name from the left pane. This displays a Table View in the primary pane. The Table View shown is dependent on what Table View has been designated as the default for the user’s Role. If no View has been defined for your role, the View will be all the fields available in the Table.

Views

Each Table can be configured with an unlimited number of Views to display the specific column(s) of data desired (including columns from related tables), as well as nested Views that can be “embedded” from other tables, as follows:

  1. In the left pane under the Tables header, select a table within the SF app you want to configure
  2. Users with View related permissions will see a [...] selection in the top right corner of the screen that displays the View-related features available to the user. Select […]
  3. Select [+Create View].
  4. Give the View a [Name], an optional [Description] (if completed, the field will have an {info} icon when

displayed, and the Description will appear if the {info} icon is selected)

  1. You will see a panel with the View name at the top left, and columns for [Table Items] and [View Items]. To add or remove columns in the View, select a field in one of the two lists and click and drag to the other column. Only the columns in the right hand [View Items] list are included in the View.
  2. Note that the [Table Items] column includes items for both [Fields] and [Views]. [Field] item types that are dragged to the [View Items] column will be displayed as a standard column header with whatever data is present for any relevant record(s). [View] item types that are dragged to the [View Items] column will display a link to the [View] designated for the linked table. These are referred to as “nested” Views and create a powerful capability to “drill down” from a single View into other Views of related records.
  3. In the right hand pane, you can control the following attributes of the View:
  • The Name of the View
  • Provide an optional Description
  • Select a default Field to sort by (this can be changed within the View by the user, but whenever the View is selected again it will be the default Sort field)
  • Define the Sort direction (Ascending vs. Descending) that will apply to the default Sort Field
  • Define the pagination (number of records per display page).
  • Select [Update Settings] to apply any changes to these values to the View. NOTE that if this button is not pressed, changes to the View attributes in the right hand panel will NOT be saved to the View
  1. Select [<-Back] to return to the View
  2. To modify an existing View, select it from the top menu, then select […] and [Manage Items]. Go to step 5.

Records

For users with record related permissions (Create/Update/Delete):

  1. Select an app from the Applications panel for managing records
  2. In the left pane under the Tables header, select the Table representing the type of record you want to manage
  3. The Table View will show all the records in the table that are relevant to any filtering criteria applied in the View (refer to: View Queries), divided by a pagination setting for the current View (refer to: Views
  4. If the user has the Delete record permission, there will be a [x] delete icon shown for each record in the first column of the View. Note that record deletion is often discouraged in order to retain historical data for reporting purposes.
  5. Before adding new records, it is always a good practice to confirm if the relevant record already exists in the app. Users can perform search(es) (refer to: View Queries) to confirm if existing record(s) already exist, or if new record(s) should be created.
  6. If a new record needs to be created, select [+New {Record Type}] to add a new record
  7. The field(s) presented on the New Record form are determined by the Create Form configuration for this table (refer to: Forms). The user must complete all required field(s) for this record type, and can choose to complete any optional field values on the Form.
  8. Select the [Create {Record Type} to complete creation of the new record.

View Queries

Once a View has been created, it can be queried to display more precise results. Although the query action can always be performed “on the fly” by a user, Basic and/or Advanced queries can also be saved with the View, so the search criteria will be automatically applied any time that View is presented on the View’s primary table:

  1. In the left pane under the Tables header, select a table within the brand app whose View you want to add searching/filtering to
  2. Select the View to be configured
  3. In the top right above the View headers, select [Basic], [Advanced] or [List].
  4. Enter the search/filter criteria that should be saved with the View. Note that you can combine [Basic], [Advanced] and [List] search/filter criteria to further refine the results by selecting each one and entering a query.
  5. Once all the query criteria are defined, select […] and [Save Search]
  6. You will be prompted to confirm saving this search query to the current View.
  7. Once saved, the View will include the search query every time it is presented on the View’s primary table.

Note that when a View is utilized as a nested View in another table, saved search queries are not applicable. Rather, a search query needs to be defined on the primary table page for the parent View.

Actions

Actions are a means to quickly update one or more records without the need to edit each record manually.

Actions can be created and configured by users with the appropriate permissions for the individual app.

To create an Action:

  1. In the left pane under the Tables header, select a table within the brand app where your Action will be implemented. Note that an Action can only affect records its native table, so it is critical to build the Action on the appropriate table (refer to CONFIGURING WORKFLOWS, page 30)
  2. Select [More], then [Actions]
  3. You will see a list of existing Actions for this table (if any). Note that an existing Action may be similar or identical to the Action you plan to build, so it is important to be familiar with all existing Actions before creating new ones. In some cases, utilizing or modifying an existing Action may be preferable to creating a new one.
  4. Select [+Create] to define a new Action.
  5. Give the Action a [Name], an optional [Description] (if completed, the Description will appear in the right pane once the Action is selected)
  6. Each Action must be defined as a type. Supported Action types are:
  • Delete - deletes the selected record(s). Note that deletion cannot be undone, and is not generally recommended except for cases where records have been confirmed to be erroneous or duplicates. Retention of older records is an important way to retain historical production data, so we always recommend seeking guidance from the SF Professional Services team before implementing a Delete Action.
  • Label - used for printing labels
  • Relationship - creates or updates the relationship between records across tables. Common examples include assigning shots to a shot list, or assigning samples to a shipment.
  • Update - updates the record(s) with new information in one or more fields. Common examples include changing the Location and/or Status of samples.
  1. Depending on the type of Action selected in step 6, there may be additional required and/or optional configuration elements that are displayed. For example, configuring an Update Action displays optional [Field] and [Value]. By specifying which field and a specific value, this will save steps when the user executes the Action. Alternatively, these optional configuration elements can be left blank, which will prompt the user to designate them when the Action is executed. In this way, Actions can be very specific, or more flexible, depending on the desired workflow.
  2. Once all of the Action criteria are defined, select [Create Action]
  3. Once saved, the Action will appear as a button at the bottom of all Views for this table.

Forms

When interacting with an individual record, the information displayed is called a Form. In SF, there are three distinct Forms that can be configured for each table:

  • Create: The Form presented when adding a new record
  • Clone: The Form presented when cloning an existing record
  • Edit: The Form presented when editing a record

To manage these Forms:

  1. In the left pane under the Tables header, select a table within the app whose Forms you want to configure.
  2. Select [More], then [Forms]
  3. You will see a list of existing Forms for this table (if any). Note that a limit of three Forms can be created for each table: Create, Clone and Edit. If all of these are already created, then the [+Create] button will not be present in the upper right corner of the screen. In that case, you can only edit the existing Forms that are already present.
  4. If the type of Form you want is not already listed, select [+Create] to define a new Form, and select the Type of Form from the choices available.
  5. You will now see a panel with the Form name at the top left, and columns for [Available Items] and [Form Items]. To add or remove fields in the Form, select a field in one of the two lists and click and drag to the other column. Only the columns in the right hand [Form Items] list are included in the Form.
  6. If the type of Form you want is already listed, select the [Items] column for the type of Form you want to edit, and go to step 5.
  7. When all changes have been made, select [Back] to return to the list of Forms.

Fields

Each brand utilizes their own data schema to describe their product data, samples, shots, etc. Although there are common elements among different brands, such as a need for various types of creative notes that inform different team members of important information; each brand has its own preferred way of organizing data into specific fields. These data structures and rules are already well established in the brand workflow and often cause disruption and confusion if changed. SF is designed to make it easy to adapt the data schema of each SF table to match the brand’s needs.

For users with Table Field related permissions (Create/Manage/Update/Delete):

  1. Select the app you want to configure from the Applications panel
  2. In the left pane under the Tables header, select the Table to configure
  3. Select [More] in the upper right
  4. Select [Fields] to display all the current fields in the table.
  5. Select [+Create] to add a new field
  6. Give the field a [Name], an optional [Description] (if completed, the field will have an {info} icon when displayed, and the Description will appear if the {info} icon is selected)
  7. Select the [Type] of field. Field Types are listed below.
  8. Enter a [Default] value, if applicable for the field, which will be present for each record when added.
  9. Select [Protected] if you would like the field parameters to only be managed by SF Super Admins. Note that if you select this option, you will no longer have the ability to edit parameters for this field once it is created
  10. Select [Required] if this field must have a value to save the record
  11. Select [Unique] if the value of the field must be unique in order to save the record
  12. Select [Create Field] to add the new field

The following field types are supported in SF for all tables:

  • Barcode - this field type generates a barcode symbol using the Settings defined in the field parameters. Note that barcode fields MUST be Unique and Required, those options cannot be changed for this field type.
  • Yes/No - this field contains only a Yes or No value. Note that Yes/No fields MUST be Required, that option cannot be changed for this field type, as it does not support a blank or null value.
  • Yes/No (Dynamic) - this field contains only a Yes or No value, but the value is determined by configurable logic [Rules]
  • Date - Date only field, configurable using [Display Format]  
  • Decimal -
  • Duration - time field using hours and minutes
  • File - file attachment, configurable to support PDF, PNG and/or JPG
  • Integer - must be a whole number
  • Text - field value will be treated as a text string, regardless of contents
  • Text (Dynamic) - Field set string is determined by configurable logic [Rules]
  • Text (Multiple Choice) - Controlled set of possible values defined in [Choices]
  • Date and Time - Date plus time, configurable using [Display Format]
  • URL - web page address, for linking to other content on the web
  • UUID - system can generate a unique UUID upon request, this field type is for generating unique values where there may be no existing unique value in the source information.

Labels

SF includes a powerful label creation engine to design the various labels needed for attaching to samples, gear, or other items in the studio workflow. A label is built on an individual table, but can also include fields from related tables in the label layout.

To manage labels:

  1. Select the app you want to configure from the Applications panel 
  2. In the left pane under the Tables header, select a table that contains the primary information for printing on the label.
  3. Select [More], then [Labels]
  4. You will see a list of existing labels for this table (if any). If no labels exist for the table, you will see the label layout canvas.
  5. The layout canvas consists of a column of fields for the current table on the left side of the primary pane, along with headers for any related tables at the bottom of the column. The list of fields for each table can be expanded or collapsed by selecting the relevant table header. On the right side of the primary pane, there is a gray rectangle representing the empty label layout. The shape of the layout can be modified by selecting and dragging the right border, bottom border or the bottom right corner (note that while resizing, the pixel resolution of the current label layout is displayed in the bottom right corner of the primary pane). To add fields to the label, select a field in the left column, drag and drop to the label layout. Fields can be relocated on the label layout by selecting, dragging and dropping to the new position. Fields can be resized for printing by selecting the corner and dragging to the desired size. Fields can be removed from the label design by selecting and dragging them off the gray rectangle.
  6. Click [Save] and give the Label a Name (required) and Description, if desired.
  7. If the type of Label you want is already listed, select [Edit] for the type of Label you want to edit, and go to step 5.
  8. When all changes have been made, select [Back] to return to the table view.

Exporting View Data

Any View in any SF app can be exported to a .CSV (comma delimited) file as follows:

  1. Select the app from the Applications panel that contains the data for export 
  2. In the left pane under the Tables header, select a table that contains the primary data for export.
  3. Select or Create a View that contains all the data needed for export, which can include data from related tables. 
  4. Select [...] and [Export View]
  5. All columns in the current View will be exported to a .CSV and saved locally by the web browser. Note that any nested Views are not included in the data export. Those Views can be exported by navigating to the primary table for that View and exporting.

Configuring Workflows

When working with complex studio production related data, much of the work follows a repeated pattern consisting of the following steps:

  1. View a certain “slice” of data (e.g. Samples vs. Shots)
  2. Search/Filter the data to a relevant subset
  3. Select specific records to change/update
  4. Perform action(s) against those selected records (e.g. assign shots to a shot list, or update the Status and/or Location of samples)
  5. Receive confirmation of success

The same cycle (above) is repeated throughout the workflow by different roles, depending on their required interactions with data. Sometimes only the first two steps are needed (Viewing/Filtering to gain visibility to records), but without steps 3-5 (taking an action to update records).

SF uses two configurable elements to enable these data-driven workflows:

  • Table Views - a specific combination of data fields to represent the required “slice” of data, including the option to query the data in various ways (refer to Creating and Managing Table Views
  • Actions - a means to change one or more records in a specific way (refer to: Creating and Managing Actions)

When designing workflows in SF, start with the outcome the user wants to achieve, and then design backwards from there. Let’s use the User Story example: "As a Producer user, I want to assign shots to an existing shot list, so that I can divide up the work in the studio."

The user may need to interact with the data in myriad ways prior to taking that action, but since the ultimate outcome in this User Story is to associate shots with a shot list, then the App Admin should design the "assign" Action first. Because Actions can only impact the records in the table the Action is configured on, the Action button must be created on either the shots or shot lists table (since it is the relationship between those two tables that is being updated). Because most users require more complex viewing/filtering work related to shots vs. shot lists, then the "assign" Action for this User Story should most likely be created on the shots table. Once that is determined, then all the relevant View(s) and searching/filtering queries to identify relevant records can be configured on the shots table as well. This may include viewing other types of related records (such as samples and/or product children), but those views must be "nested" in a shots View in order to enable the resulting shot assignment Action.

In this way, an App Admin can avoid unnecessary work creating Views in cases where the intended user Action cannot be executed on that specific table.

Here are some common Actions and the SF table they are most commonly created on:

ACTION/INTENDED OUTCOME

TABLE  TO CREATE ACTION

Move samples (Update Location, Status and/or other values)                           

Samples

Assign samples to a shipment

Samples

Print labels

Samples

Assign shots to shot list

Shots

Files

This header will be visible in the left pane for users with the Manage Files permission. Selecting this header in the left pane shows all existing Files for the current app. If no Files exist, a [+Upload] button will be displayed in the upper right corner of the primary pane.

Files will be present in the app if they were previously uploaded through a File field on any Table in the app. Files can also be uploaded directly to the File repository via the [+Upload] button on the File pane.

Relationships

This header will be visible in the left pane for users with Relationships related permissions (Create/Delete/Manage/Update). Selecting this header in the left pane shows all existing Relationships for the current app, and the opportunity to Create and/or Delete them (depending on permissions). Note that Relationships related permissions are generally reserved for ShotFlow Super Admins and so typically will not be accessible to Administrators or other Roles.

ShotFlow capture

This header will be visible in the left pane of SF brand and SF studio apps, for users with Manage Capture Module permissions (which may include any of the following: Forms/Settings/Views). SF executive dashboard apps do not have access to the Capture Module elements.

Selecting this header in the left pane shows the Capture Module elements that are relevant to the current app type, and the user has permissions to access.

For SF brand apps, the possible elements include:

  • Forms
  • Settings
  • Status (SF Super Admins only)
  • Views

For SF studio apps, the possible elements include:

  • Status (SF Super Admins only)
  • Views 

The Capture Module (hereafter: SF capture) provides a very specialized set of data panels and automated behaviors specifically for the capture team. SF capture is a local Mac OS application that is configured dynamically based on settings in both the SF studio app it is connected to, as well as one or more SF brand app(s) that are being accessed for shooting via shot lists. This section describes how to configure settings that control SF capture.

Settings

There are some required settings to ensure a SF brand app is able to function with SF capture when connected via an SF studio app:

  1. In the left pane under the Tables header, select Capture Module, then select Settings
  2. The following variables should be set immediately upon creation of a new SF brand app to prevent potential issues with SF capture compatibility and/or XMP metadata generation:
  • Client Name: This value should be the name of the brand, without special characters (spaces are acceptable)
  • Client Name (abbreviated): This is an abbreviated version of the brand name that is no more than eight characters, with no spaces
  • Default number of products visible in Adobe XMP Panels: This integer defines the maximum number of individual product sections that will be created in the Adobe XMP panels generated for this brand app
  • Maximum amount of products to use in populating dynamic fields values:
  • Namespace URL for Client XMP: This is to identify the custom XMP namespace (or schema name) used in the assets that will be generated by SF, in order to differentiate this metadata structure from any other custom XMP namespace that may also exist (or be added later) in the field header of the same asset. The XMP standard uses a URI (Uniform Resource Identifier) format for this purpose. It is simply a unique string. Although it often looks like a URL, there may or may not be an actual URL that matches the URI. By using components of a domain that is controlled by the provider of the XMP namespace (such as shotflow.com), the goal is to ensure that no other XMP namespace has the exact same string to identify it. SF generally uses the default URI format http://shotflow.com/clientname.namespace/ where the string clientname is replaced with the brand name, without any spaces or special characters.
  • Product Child Lookup Field: Designates what field on the product children table that SF capture queries for matches when looking up product children unique identifiers entered by the capture team
  • Product Parent Lookup Field: Designates what field on the product parents table that SF capture queries for matches when looking up product parent unique identifiers entered by the capture team
  • XMP Prefix used in Client XMP Generation: This is for use in identifying the XMP namespace, and is formatted as ShotFlowCN where the string CN is replaced with a short version of the brand name, without any spaces or special characters.

Configuring Capture Module Detail Panel & XMP Schema in SF brand apps

To manage which fields appear in SF capture panels:

  1. Select Views under the Capture Module header in the left navigation pane
  2. You will see any existing Capture Module Views for the current app (if any), as well as a [Create] button to create a new View. If no Capture Module Views have been defined for the app, you will be presented with the Create View panel (skip to step 7)
  3. Each View has related attributes. Note that existing Capture Module Views will be shown with the following columns:
  • Name - the name assigned to this View
  • Table - the name of the Table used to create the View. Each View is related to a specific data Table in the app, and all fields within the View are derived from that Table.
  • Items - this column shows a count of the number of items defined in the View. Selecting the number of items navigates to the configuration panel for the View.
  • Type - this column displays the type of View. Currently support View types include: XMP, Detail and {blank} for nested Views. See below for more information on Capture Module View Types.
  • Selecting the [xDelete] button enables deletion of the View.
  1. To edit an existing View, select the [pencil] icon in the Name column (to edit the View name), or the Items column (to edit the items included in the View).
  2. You will see a panel with the View name at the top left, and columns for [Table Items] and [View Items]. To add or remove columns in the View, select a field in one of the two lists and click and drag to the other column. Only the columns in the right hand [View Items] list are included in the View.
  3. Selecting [Back] returns to the Capture Module Views panel.
  4. To create a new View, select the [+Create] button.
  5. The Create View panel displays the following elements:
  • Table: select the Table that this View is based on. Note that in SF studio apps, the only available table will be sets. In SF brand apps, there will be an array of Tables listed, depending on the optional modules deployed in the app.
  • Name: Enables naming the View
  • Description (optional): Enables entering a description that will display when hovering over the View Name on the Capture Module Views panel.
  1. Once you have completed the required entries, go to step 5.

Capture Module View Types

  • XMP View types define what fields will be tagged to all captured files utilizing XMP (Extensible Metadata Platform) custom schema. Note there is only one XMP View permitted per SF brand app, enabling a single schema (field structure) for all imagery tagged by SF capture when shooting for a particular SF brand app. Although there can only one XMP View per SF brand app, it can contain fields from other Tables by nesting {blank} Views. It is critical to take into account the needs of the various recipients of these assets, as well as any “downstream” systems such as DAM, Review/Approval, and/or Project Management, in order to define the optimal XMP schema for a particular SF brand app.
  • Detail View types define what fields will be displayed in the SF capture Detail Panel. Note that to display fields from multiple Tables in the SF capture Detail Panel, you can create a Detail View per Table, or you can nest one or more related {blank} Views from a single “master” Detail View.
  • {blank} View types can be created for nesting into XMP View and/or Detail View types.
Users

Selecting this header in the left pane shows all existing Users for the current app, and the opportunity to Add and/or Remove them (depending on permissions).

A user name and unique email address are required for each user that will directly access any SF app, based on the permissions defined for the user’s role. This includes a unique named user for each SF capture instance that will be used concurrently.

For environments where there may be users who only access the tool infrequently, such as freelancers or contractors, it is permissible to create a generic user that can be used by different individuals over time, such as “Freelance Photographer 1” (with a unique email address) . The compromise when leveraging these users is a lack of individual accountability within the system as to who was actually utilizing that user name on a particular day. This could be tracked elsewhere, or added manually into a field by the capture team (e.g. via a brand-specific field such as “Photographer on Set”), but this necessitates additional manual entry to track the work of individual team members.

To add a user:

  1. Select Users in the left navigation pane
  2. Select [+ Add User]
  3. Enter the email address of the user you would like to add in the [Email] field
  4. Select the [Role] that this user will be assigned to (refer to Roles, below)
  5. Select [Add User] to notify the user via email that they have been added to this app. Note that if the email address is not already associated with a SF profile, the recipient will be prompted to set up an SF profile by defining their First Name, Last Name, and password. Note that each user must manage their own SF account. System Administrators and SF Super Admins do NOT have permission to a user’s account for security and compliance reasons.

 

Roles 

For users with Manage Role permissions, there will be a [Roles] button in the upper right corner of the primary pane.

Each organization must define the visibility and permissions for groups of users that will access each SF app. A role has specific permissions to see and/or modify data elements within the module(s) in a particular app. All users who share that role have identical privileges as well as a common dashboard.

When defining roles, it is important to think about the balance between providing just enough data to complete required work, without distracting the user with too much data. Roles can be modified, added or removed over time, so it is not critical to have these perfectly refined for launch. Typically, after a few months of using the tool, roles are adjusted based on the feedback from the team after becoming acclimated to using the SF platform day to day.

To create or modify a role for a particular SF app:

  1. Select Users in the left navigation pane
  2. Select [Roles] (note this button will be hidden if you do not have any permissions related to roles)
  3. The current roles defined for this app will be listed with the following columns:
    • Name - the name of the role
    • Permissions - a count of the total number of permissions assigned to the role
    • Visuals - a count of the total number of visuals assigned to the role. These are special permissions that show and hide certain navigation elements in the app 
    • Created - a date and time stamp when the role was originally created
  4. If you have the Update role permission, you will see the [Edit] button on the far right of each role. If you have the Manage role permission, you will see a [pencil] icon in the Permissions column for roles that you can modify. If you have the Manage role visuals permission, you will see a [pencil] icon in the Visuals column for roles that you can modify. If you have the Create role permission, you will see a [+Create] button in the upper right.
  5. When managing role permissions, you will see two columns displayed: [Available Permissions] and [Role Permissions]. Selecting an individual permission in the [Available Permissions] column copies f
  6. it to the [Role Permissions]. When finished defining the role Permissions, select [Back] to return to step 3.
  7. When managing role visuals, you will see two columns displayed: [Available Visuals] and [Role Visuals]. Selecting an individual item in the [Available Visuals] column copies it to the [Role Visuals]. When finished defining role Visuals, select [Back] to return to step 3.

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