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Contents:
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Introduction
The Deliveries tab is where you create and upload all of your videos. Essentially this represents the Project’s post-production phase.
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A bulk video delivery feature is currently in development. Social cutdown is in further development for the addition of several advance features. |
Creating new deliveries
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To create a new video delivery, hover your cursor over the blue “+” icon, then select one of the video job types from the dropdown menu.
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Duration — Estimate the amount of edit time it will take to produce this video (including all of the production elements).
Due Date — Indicate the deadline for delivery. The client may not have set a specific deadline, but you will at least be setting one for yourself and communicating to the system when you expect to have this done.
Production Elements — this indicates some of the specific elements that will be required to bring this video together in post-production. Depending on which type of video delivery you are adding, these may either be selected by default or excluded as an option
The three available production elements are:
Edit time
Animation
Color grading
Production elements vs Delivery type
This table shows which production elements are available per video delivery type.
Delivery type | Edit time | Animation | Colour Grading |
Edit | Compulsory | Yes | Yes |
Animation | Yes | Compulsory | Yes |
Social Cutdown | Yes | — | — |
Video upload | Yes | — | — |
Your deliveries are now “booked”
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After you have created one or two video jobs, these jobs and their data will now be visible to you with the status = “booked”.
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Update details — All of the job details can be revised and updated at any time prior to the scheduled completion date. For example, you should monitor and revise your expected production dates to ensure our system has a reasonable understanding of your current and future expected workload.
Upload — When your video is ready to deliver to the client, this is where you start the upload process.
Delete — speaks for itself! Removes the whole job from the project, including all data associated with it. Be careful with this, as deletion is irreversible and any uploaded videos will be lost.
Video statuses
Your video jobs will likely progress through the following statuses:
Booked— As you have seen, this is the status when a video delivery is first created.
Video uploaded— The video has been uploaded to the VMSX system, but it has not yet been delivered to the client. Usually, it is the editor who uploads the video, giving the Producer an opportunity to quality-check the video before delivering to the client
Delivered— The video has been delivered to the client. We are waiting for feedback.
Changes— The client has submitted some change requests for the video.
Changes scheduled— We are currently working on the changes (or at least the work has been scheduled).
Changes uploaded— The video has been revised, based on client and producer feedback. It has been re-uploaded into the VMSX (usually by the editor)
Approved— The client has approved the video. Job done!
Archived— You can archive a video at any time after a video is approved, essentially marking the video as completed. After 14 days, an approved video will be automatically archived.
What can the client see?
At this early stage, while the client can see all the pre-production and filming details, they will not be able to see “booked” video delivery details. These details are primarily for the benefit of the production team. However, they will be able to observe how many video deliveries have been prepared — even when the project still has a “draft” status. This information is visible to them on the Client Hub projects view, and it will be summarised within the Project Confirmation Email, .
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Delivering your videos
Once our production team has completed editing a video, they will be looking to upload and deliver it to the client.
Confirm your Project
Firstly, you will not be able to upload your videos without first confirming and activating the Project. To send a Project confirmation email to the client and activate your Project, you will need to visit the Invoices tab. This is covered in the Creating new projects section.
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A Projectshould be confirmed prior to moving into Pre-Production. You should not often be in a position where you are confirming in order to upload a video. |
Upload the video to the VMSX
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Anyone can upload a video when it is ready to be shared with the client. However, this is usually done by the editor or animator, who will then expect the Producer to assess the job prior to sharing it with the client.
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If you upload a new video at this stage, it will simply replace the current version of the video. |
Notify the client
To let the client know that their video is ready for previewing, select the “Deliver” option, customise the delivery email template, and then click send. This email will invite the client to preview their video from their Client Hub account. The email will link directly to their version of the project’s Deliveries tab. From here they can “view” the video on a page that also provides them with a change request tool. This is the best and most convenient method for their team to communicate their changes to our editors.
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Getting the video approved
At this point, the video job status will be “delivered”. Your goal is to get the status to “approved” — the client must do this from their Client Hub account.
Change management
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If the client provides some feedback, or submits a change request using their Change Request tool, the video job will update its status to “Changes”.
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If changes have been submitted, the system will warn you if you try to deliver without first having uploaded a new video. The status should read “Changes uploaded” before you deliver again. |
Revisions allowance
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We clearly communicate to the client how many revisions we will support for a video delivery. The number of revisions is set when you first create the video delivery, and is visually represented by the pencil icons on the video thumbnail. The clients see the same at their end.
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For some guidelines on revisions management and changes, see here.
For more on how to add further changes to the Project, see the Invoices & Accounting section.
Final approval
When a client is ready to give their final approval, we should get them to formally “approve” from their Client Hub account. This will formalise the client’s approval and improve the chances that they won’t return later with further changes. Equally importantly, this also ensures that the VMSX production reports understand that you have delivered this job.
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It is in the Producers’ best interests that all of their video deliveries are formally approved by the client in a timely manner, as this will more accurately reflect their past and present workloads and performance within VMSX production reports.
Archiving
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After a video has been approved, if a Producer is satisfied with the project they should then “archive” the video. This closes the video delivery and officially marks it as complete. If the video has been approved for 14 days, the system will automatically archive the video, unless the video has been “unapproved”.
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