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Contents:
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This page is still being revised. The information is good, but might yet need some clarification. |
IntroductionIntroduction
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The Pre-Production tab is where you create and manage every aspect of a project’s pre-production phase. You need to create a deliverable for each pre-production task that the Project requires.
There are many types of pre-production task available:
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Script/copy writing
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Storyboard
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Vision board
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Shot list
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Call sheet
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Location Sheet
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Voiceover script
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Creative concepts
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Creative treatment
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Style frames
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tasks available. Most of these will generate their own templated, flexible Google document that you can modify in any way that you need, depending on your project.
Script/Copywriting — Includes a column for voiceover/dialogue and a column for visuals. Feel free to use this document however you like for live action and animated videos
Storyboard — Simple storyboard template for live action and animated videos.
Vision Board — Use this for mood boards or other visual documents.
Shot List — For planning out shots on shoots.
Call Sheet — Use this document to plan out schedules and movement orders for shoots. The template is set up for shoots both big and small. Feel free to remove any sections you don’t need.
Cast Sheet — Add photos and reels of shortlisted talent to send to client.
Location Sheet — Add photos and details of shortlisted locations to send to client.
Voiceover Script — Simple script template.
Creative Concepts — Presentation document used for presenting one or more high-level video concepts to a client.
Creative Treatment — Presentation document used for breaking down a video concept for clients and crew. Highly flexible. Use this document however you need.
Style Frames — For adding animated style frames for motion graphics videos.
There is no limit to the amount of pre-production deliverables a Project can host.
The goal of the pre-production tasks is to collaborate with your client via the shared documents and project chat until you reach client approval and can progress through to the Production phases.
Project management is no longer available as a Pre-Production option.
Creating new pre-production deliverables
To create a new pre-production task, hover your cursor over the blue “+” icon, then select one of the options from the dropdown menu.
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For each deliverable, you will be required to provide multiple data points. The accuracy of this data is important for two main reasons:
so that your Your team (and your client) can should have the best information at their disposal on their current projects.
so our Our management team can continuously monitor monitors and assess assesses what it takes to deliver a good project. Good data here will help our system to have a reasonable understanding of our current and future workloads.
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Each pre-production deliverable requires the following information.
Create or Upload
Choosing “create” will ask the VSMX to automatically generate one of our Visual Domain-branded templated Google documents to suit your task.
If you choose “upload”, you are committing to uploading and sharing a document from outside the VMSX system.
An appropriate name
Try to be as clear and unique as possible. Don’t be against using longer names. After you have created your pre-production task, this name will be the task’s primary identifier — for both your team and your client.
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These comments are internal team notes only. They will are not be visible to the client. However, this will change in a future update.
All information on the VMSX should be composed as if the client will be reading it.
Managing your pre-production items
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After saving your new pre-production task, you will receive a notification that it is “being processed”. The system will also let you know when it is ready. This will usually not take much longer than 5–10 seconds.
During this time, your pre-production template document is being prepared and your deliverable task is being attached to the project in the VMSX database.
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Your new pre-production task will appear in the left-hand column. The number of deliverable tasks for each item type is represented within some square brackets.
Project Management
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Your pre-production options
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Each of the pre-production item types are presented and used in the same way. Choose an item type from the left column to start working on them.
From your pre-production management view, you can:
Edit— If your task is using a VisDom pre-production template, you can click View — Click on the task’s image to edit this document in a new browser tab. After you have delivered this item, your client will be able to do the same — creating a shared document space where you can work together.
You can also access the document by selecting “View” from the More Options dropdown menu.
Action— Status/Action — Use the main action button underneath to progress your task to its next delivery phase. These also represent the status of the task and you can read more in the section below on Statuses.
General Comments—Comments — Observe any general comments by hovering your cursor over the notes icon (top right).
Approve All— All — a short-cut feature that will bulk approve all visible items.
More Options—Options — the six-dot icon on the bottom-right of your pre-production item reveals a dropdown menu with additional relevant options:
Update Details: allows you to edit any of the item’s saved details
View: opens a new tab with your pre-production document
Unapprove: only available after the item has been approved. To be used on the rare occasions when an item needs to be brought back into action after having been approved.
Send: opens a new tab with the VMS pre-production delivery email template.
Upload: manually upload a new custom version of your pre-production document from your local drive
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(see note below).
Previous Versions: presents a list of every uploaded document. You can choose to restore any of those previous versions.
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| Info |
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Uploaded documents will override the default template within that Pre-Production job. You can replace this document as many times as you like. The VMS will keep an archive of every version that you have uploaded. This supports:
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Statuses
Your pre-production tasks will progress through a number of statuses throughout their delivery cycle. Sometimes, the status will also clearly indicate your next steps.
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Booked— Booked — When first created, a pre-production item starts here. This indicates that it has been added to the production calendar.Send—
Send — When your item has reached (or passed) its due production date, if you have not already done so, the status will shift to the orange “send”.
Approve— Approve — Shifting here as soon as you have shared your item with the client, the status will remain on “approve” until either your client or someone on our team has approved the item. Archive— Prior to it being archived, you have the ability to “unapprove”.
Archive — After approval, the item will remain available to be unapproved or archivedfinal stage is to archive the pre-production item. You can manually archive it at any time, but it automatically archives itself after two weeks.
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The goal of your pre-production task is to prepare and share it with your client. It is expected that there will be some workshopping with your client on your pre-production content — most of this should take place wither within your shared document or your Project Chat.
As soon as you are ready to share your propre-production document, you should send it to your client.
Pre-production must ALWAYS should always be delivered through the VMS. You cannot send a link to the client via email or chat.
Some clients, however, may have security issues that prevent them from accessing Google documents. The workaround here is to download your pre-production document, save it as a PDF, and share it via chat. Unfortunately, in these rare cases, the manual file version management is likely to require more effort.
If your pre-production task has arrived at (or passed) its Due Production Date, then it will have progressed to “Send” status. The big orange action button underneath your task will be ready to click.
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Confirm your project first
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Note that you will not be able to send any of your pre-production items without first confirming and activating the Project.
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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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The delivery email
When you send your pre-production item, a new tab will open up in your browser with click send and you will have a “Pre-Production Ready to Review” email template, ready to send.
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When the client accesses your pre-production items on Client Hub, they will see a view that closely resembles yours. They will be able to choose from pre-production item types and then preview and comment on any of the items that you have shared with them.
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Booked
If a pre-proproduction production item has been created but not yet delivered, the client will see the item’s name and its delivery due date. They will not have access to view the document itself.
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Delivered
Once delivered, the client will be able to review , edit, and comment on your shared document . They can also – they cannot directly edit it. When happy with everything, you will be asking the client to approve it.
When the client approves your pre-production document, you will receive a Project Chat notification and an email.
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Approved
An approved document remains visible and accessible to the client, though it now clearly communicates to them that they have already approved this document.
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