Project Timeline (beta)

Please note: The Project Timeline app is still in beta, and we do not currently have a timeline for bringing this app out of beta.

What is the Project Timeline app?

The Project Timeline app lets you create high level scheduling for different Phases and Milestones of a Project, which can then be seen by others on the project in various contexts, or in comparison with the other projects running through the studio.

With Project Timeline, you can see how much work is happening at the studio on a given date, where you're the most busy or free, and when your Projects start and end. Watch the video tour to learn more:

Enabling the app

You can enable or disable the Crew Planning App using the Manage Apps option in the Apps menu.

01_manage_apps.png

How to make new Phases and Milestones

Creating Phases and Milestones is simple.

  • Click-drag in an empty space to define a new Phase with dates.
  • Double-click to create a single day Milestone.

02_new_phase.png

You can also select a group of Projects and right-click to add multiple Phases or Milestones at once.

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How to adjust existing Phases and Milestones

There are four ways to work with Projects, Phases, and Milestones.

  1. Click and drag
    You can click and drag a Phase or Milestone side to side to adjust the dates, and use the grab handles to extend or shrink the duration of a Phase.
    04_click_drag.png
  2. Double-click
    You can double-click on any Phase to edit the Phase's details.
    05_double_click.png
  3. Multi-edit
    Selecting one or more Projects in the left-hand column allows you to drag a collection of Phases to adjust their start and end dates, all at the same time.
    06_multi-edit.png
  4. Move all
    Right-clicking any Project and selecting "Move all Phases in this Project..." gives you the option to move all Phases by a given number of days. This helps you move an entire Project at once.
    07_move_all.png

How to sort, filter, and find out what's scheduled

Sorting

A simplified sort menu allows you to quickly sort your Projects. The arrow next to the menu will toggle between ascending and descending sorts. You can access the advanced sort at the bottom of the sort menu.

08_sorting.png

There's also a special sort function built into the Project Timeline app that lets you search by what's scheduled in the current time period. Sorting by "Scheduled" means that any Project that has Phases or Milestones will move to the top of the list, making it easy to focus on the Projects with work happening during the dates you have displayed.

Text filtering

You can simply type in the search box to narrow the results to anything that matches:

09_text_filtering.png

Advanced filtering

Advanced filters let you filter your Projects by Project fields or Phase fields. Filtering by Phases returns the list of Projects that have matching Phases in the current time period. For example, you can filter for all Projects that are "Bidding" like this:

10_advanced_filtering.png

You can clear any advanced filters by right-clicking on the menu and choosing “Clear All Filters.”

Importing and exporting

Under the gear menu, on the right-hand side of screen, you'll find Shotgun's usual Import and Export options.

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How to add Projects

You can add new Projects directly from the Project Timeline app:

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You can double click on the name of each Project to bring up a detail pane, showing some information about that Project. You can also choose the Project color to use the default color for your Phases and Milestones.

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Project Start, End, and Duration

Each Project shows a summary of its Start, End, and Duration. These fields are calculated based on the Phases and Milestones you create on the Project. The Project starts when the first Phase or Milestone starts and ends when the last Phase or Milestone ends. The duration is the number of calendar (not working) days in between those dates. These fields are read only and can be used for filtering and sorting your Projects anywhere in Shotgun.

14_project_duration.png

Navigation

You can use the navigation to quickly jump to the date range you want to schedule. Just like a calendar, you have options to view by week, month, 6 months, or year. Clicking one of these options will scale the timeline and fill the entire screen. You can use arrows to move backward or forward in time to access information that may be offscreen.

15_navigation.png

You can also view the timeline by a custom date range by clicking Custom.

If your Projects are sorted by “Scheduled,” then they will not be reordered when moving between date ranges. This is in case you are just trying to get more information on the page. If you want to re-sort your Projects, choose “Scheduled during this time period” under the Sort menu.

16_scheduled.png

You can also extend or shrink the row height for your Projects if you want to get a bird’s-eye-view of all the projects at the studio or focus on only one.

17_extend_row.png

Admin and display options

By default, each Phase and Milestone gets the same color as its Project. You can override this by changing the color on a Phase manually:

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API access

The individual phases and milestones are stored in the Phase entity. You can create list pages showing Phase records in order to add fields or quickly look through lists of information.

19_phases_page.png

You can also access the Phase records via the API.

Milestones are distinguished from other Phases by having their "Milestone" field set to "true," which will also constrain the Start Date and End Date to be the same.

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8 Comments

  • 0
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    Rodrigo Rodriguez

    The project start, end and duration are directly related to the fields at the Project entity?

  • 0
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    Ben Hadden

    Hi Rodrigo, we added three new read-only fields to Project: start_date, end_date, and duration.  Those fields updates automatically based on the earliest phase start date and latest phase end date.  You may still have old fields on the Project called "sg_start" and "sg_due".  If you're no longer, or never have been, using those fields, you can delete them and use these new ones going forward.  Let me know if that helps solve things for you.

  • 0
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    Daniel Harkness

    I'm liking the project timeline - it shows promise. Is there are way to get the records that are entered here to appear as project tasks so the data is accessible through the normal shot gun page system?

  • 0
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    Ben Hadden

    Hi Daniel,

    Glad you're finding Project Timeline useful! The record type that Project Timeline uses is called "Phase". You can make pages of Phases in your Project, which you can export, import, filter, group like any other record type. If you're looking to view the Project Timeline info over your Tasks, you can also go to the "Display" Menu on top of the Task gantt and show Phases and Milestones, which will draw vertical lines for your Phases/Milestones down the gantt. This will give your Tasks context on when major events are happening on the Project.

    Let me know if this helps get you what you need!

    Cheers,

    Ben

  • 0
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    Daniel Harkness

    Thanks Ben, this would be very much what I'm after. I've found the items in the display menu and everything is ticked, however it is not displaying the phases or milestones lines over the gantt.

  • 0
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    Oscar Peralta

    Hello Ben,

    I've been experimenting with Timeline. It is useful to be able to rough in big picture schedules and see how projects can work together. But, I found it's really slow to navigate using the existing timeline interface. For example, if you jump from a Custom date range that you have selected to a Month view and then back to the Custom this range is not longer set. The custom date should stick unless you change it again right? It would be great to have something similar to the Gantt chart display with the zoom tool and the today button you have there.  

    Cheers!

    Oscar

  • 0
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    Alexey Borzykh

    Hell there, shotgun team!

    I'm setting up SG for production of 3D animated series, where all Episodes should be sharing same set of assets. This is only possible inside one project and we can't use Episodes as individual projects, so we created a new entity "Episode" under one main project.

    But the bad thing is - now it's impossible to use Project Timeline as i only have one project in a list and do not have my Episodes, what I actually like to timeline...

    Is there any way of solving this case or you have to hard-code new feature for TImeline, like ability to unfold project to it's entityes or shoose entyties as projects or something like that?

  • 0
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    Diana Roldán

    Hello Shotgun team!

     

    There seems to be a glitch in the Project Timeline whereby the date that appears once you drag a box for a new Milestone is the date that the milestone is given, even if the date is changed before creating the milestone. It seems to save the correct date if you click on the created milestone and change the date again manually. Can we expect this glitch to be fixed in the next update? Is there a target date for the next update of both Project Timeline and Crew Planning?

     

    Thanks!

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