Shotgun’s Create Delivery app is intended to streamline the submission process between vendors and productions in several ways:
- It validates and packages the media (along with its related metadata)
- It handles the transfer (whether via Aspera, SFTP, or other means)
- It notifies the production that the submission is underway
This is done in a few stages. First, you load the files to be submitted into the app, which are then cross-referenced with data in the production’s Shotgun system. You can then provide any additional information for the files, and make the transfer. The submission is then received and processed by the production.
Note: For more information about the process, see Vendor Submissions For Client-Side Productions
Preparing the submission
To get started, first make sure you have all the files to include in the submission, along with any additional information about them (such as any notes, or what they’re being submitted for). This information can be saved in a CSV file, or you can enter it directly into the app later.
Note: The Create Delivery app may be configured to validate that submitted files follow specific naming conventions, or to make certain metadata fields mandatory, which means the files cannot be submitted until the required information is provided.
Submitting to Shotgun
Once you have the files and any additional information to submit, you’re ready to use Shotgun’s Create Delivery app.
To launch the app, open the Shotgun Desktop app and sign in to the Shotgun system you want to submit files to, select the appropriate project, and then click on the Create Delivery icon:
The Create Delivery window will be shown.
To add the files for the delivery, either:
- Drag the files to send onto the window, or
- Click “Browse…” and then choose the files to send.
As soon as you’ve added at least one file to send, the window will change to show a list of Versions for those files.
Note: Because the window displays versions instead of individual files, the number of Versions may be lower than the number of files you’ve added. To confirm how many different file types are being delivered for each Version, check the “Formats” column.
From this list of Versions view, you can:
- Add more media (again, either by dragging onto the window, or by using the Browse… button)
- Edit the metadata shown by clicking into the cells
- Import metadata from a CSV file
- Continue with the delivery
The various columns represent various metadata that can be edited and submitted for each Version submitted. The specific columns available to edit will depend on the requirements of the production. To edit the metadata, click in the cell to edit and make changes. Where possible, a list of possible options will appear in a drop-down.
Tip: The “Link” column may be automatically filled in based on the filename of the media, in accordance with the naming conventions set out by the production. For example, if a Version is named “186_MM_8200_v001”, it would be automatically linked to an existing Shot called “186_MM_8200”.
Note: The “Formats”, “Is Stereo”, and “Exists” columns are for information purposes and cannot be modified.
If you prefer, you can fill in a spreadsheet with the details. The spreadsheet headers must match the headers shown in the Create Delivery application, and must be saved as a CSV file.
Note: The Version name should be provided without any file extensions (i.e., without “.mov” and so on).
To import metadata from the CSV, drag the file onto the Create Delivery window. The metadata will be updated accordingly.
Starting the transfer
To proceed to make the submission, click Create Delivery.
Give the delivery a title (or use the automatically generated one), and fill in the rest of the information as needed.
In the “Delivery Method” section, choose the appropriate method from those available.
|Aspera||Transfers media via Aspera|
|SFTP||Transfers media via SFTP|
|Sneakernet||Creates folder or zip of media for external delivery|
|Local||Generates a delivery to be ingested locally, optionally copying media|
|Box||Transfers media via Box|
Note: The Create Delivery app may have been configured to only have some of these methods available.
Tip: Use Local delivery only when you have direct access to the file server used by the Ingest Delivery app.
Depending on the method you choose, you might need to provide additional information, or a separate username and password.
Note: The username and password for the delivery method will be provided by the production, and will be different from your Shotgun username and password.
To complete the process and begin the transfer, click Create Delivery. The media will be organized and transferred along with a file containing the metadata, and Shotgun will send notifications to everyone the submission is addressed to that the submission is underway.
Tip: To receive notifications by email, ensure that you are subscribed to “My Deliveries” in Shotgun’s Account Settings.
Note: Once the delivery has been created, it cannot be amended. If you need to submit more files later you’ll need to create a new delivery.