# Import Media

<figure><img src="/files/G0sCMBiRbjIT2vMs13wd" alt=""><figcaption></figcaption></figure>

## Details <a href="#h_01hbccq0fcjbp7ha0w51b6cect" id="h_01hbccq0fcjbp7ha0w51b6cect"></a>

**Import Media** simply takes a batch of media files and creates records for them in ShotGrid so that it can track them. While[ **Internal Submission**](/artist-anywhere/i-o-tools/internal-submission.md) moves files into the studio filesystem and [**Vendor Submission**](/artist-anywhere/vendor-workflows/vendor-submission.md) initiates the upload of files from a Vendor studio to the Production, **Import Media** leaves the files in place, and only registers medata about the files in ShotGrid and optionally uploads web-playable copies of the media files to ShotGrid.

When you run the tool, you provide the paths to the files you wish to import, along with additional metadata about the files.

The tool validates your files and gives you an opportunity to modify their metadata.&#x20;

From there, it:&#x20;

* **Creates a Published File record** in ShotGrid to track each file on disk
* **Creates a Version record** in ShotGrid, along with an uploaded web-playable media file and Thumbnail
* Optionally **adds the imported media to a Playlist** in ShotGrid for review

{% hint style="info" %}
You can use Import Media to transfer any files, regardless of type. This can include everything from standard MOVs and JPGs to PDFs and ZIP files.
{% endhint %}

### A Note on Version Terminology <a href="#h_01hbccq0fcqad059cfnx8awmwa" id="h_01hbccq0fcqad059cfnx8awmwa"></a>

The use of the word “version” can be a little confusing in this context. **ShotGrid uses “Version” to refer to a piece of reviewable media** that is stored and tracked within the ShotGrid webapp and database. But in regular usage, **“version” refers to a number denoting a specific revision or iteration of a piece of media**. We’ll be using both definitions in this workflow, so to disambiguate, we’ll use “Version” and “version number” in this documentation.

## Initial Setup <a href="#h_01hbccq0fc9416b1jqtskjtmvr" id="h_01hbccq0fc9416b1jqtskjtmvr"></a>

* Install [**ShotGrid Desktop**](/artist-anywhere/i-o-tools/flow-production-tracking-desktop.md) and log into the appropriate ShotGrid site.
* **Identify the files** on your filesystem that you wish to import.

{% hint style="danger" %}
Since ShotGrid will directly access your files, they must be stored need to be in a designated storage path. You can [learn more about ShotGrid’s local storage paths here](https://help.autodesk.com/view/SGSUB/ENU/?guid=SG_Administrator_ar_data_management_ar_linking_local_files_html).
{% endhint %}

* On the **Version** entity in ShotGrid, ensure that the **Type** field’s list values are populated.

## User Interface and Workflow <a href="#h_01hbccq0fc5jwtmgxatha9dwxg" id="h_01hbccq0fc5jwtmgxatha9dwxg"></a>

### Launch Import Media <a href="#h_01hbccq0fcqad059cfnx8awmwa" id="h_01hbccq0fcqad059cfnx8awmwa"></a>

<div align="left"><figure><img src="/files/YbdHaTZRL8t5OWLmtTRb" alt="" width="375"><figcaption></figcaption></figure></div>

Open [ShotGrid Desktop](/artist-anywhere/i-o-tools/flow-production-tracking-desktop.md), select your project, and click on **Import Media**.&#x20;

### Initial View <a href="#h_01hbxxgkk4svhsjtc41ncvbcgw" id="h_01hbxxgkk4svhsjtc41ncvbcgw"></a>

<figure><img src="/files/E29vg2RKwXeeaAn1QzUI" alt=""><figcaption></figcaption></figure>

### Filepath and Metadata Input <a href="#h_01hhg1shkrraycpcjr6n593t7q" id="h_01hhg1shkrraycpcjr6n593t7q"></a>

Import Media needs two sets of data: the **paths to the files** being imported and their **metadata**. &#x20;

There are three ways to input these:

1. Files + Manual Metadata Entry
2. Files + CSV
3. CSV Only

#### Files + Manual Metadata Entry <a href="#h_01hhg1tq574fwsmhjx5zh8wpen" id="h_01hhg1tq574fwsmhjx5zh8wpen"></a>

In the most basic input method, simply drag and drop the files you wish to import into the main window. Import Media will pull the filepaths from the files. As soon as you add at least one file, the UI will change to the **Spreadsheet View**. In the spreadsheet view, you can manually enter metadata for each file.&#x20;

#### Files + CSV <a href="#h_01hhg1v3m20b5d42bc2xpxafrz" id="h_01hhg1v3m20b5d42bc2xpxafrz"></a>

As with **Files + Manual Metadata Entry**, drag and drop the files you wish to import into the main window. Once you’ve done so, you can **upload a CSV file** to edit metadata in bulk. The headers of your file must match the headers shown in the [Spreadsheet View](#h_01hbccq0fce6cg0z4207b7ns6z). Simply drag the CSV onto the spreadsheet window *after you’ve dropped in your files*, and the metadata will be updated accordingly.

{% hint style="info" %}
Fields in the CSV that are not in the Spreadsheet View will be ignored and the user will not be notified.
{% endhint %}

{% hint style="success" %}
Import Media will handle *any* file encoded as “comma separated value” as additional metadata for the imported files. If you want to include a CSV file as part of your import, send it as an Excel file (.xls) instead.
{% endhint %}

{% hint style="danger" %}
With this method, do not drop in a CSV until you have first dropped in the files you wish to import. Dropping in the CSV before the files will result in an error.
{% endhint %}

#### CSV Only <a href="#h_01hhg22gb9wy1cy1spdhcbp9fv" id="h_01hhg22gb9wy1cy1spdhcbp9fv"></a>

You can input both file paths and metadata with only a CSV file. Just add a column to your CSV called **Files**, which holds full paths to each file or file sequence associated with a given Version and drag and drop the CSV onto the main UI.&#x20;

**Files field format and naming conventions:** The Files field is a **comma-separated list of absolute paths**. **For file sequences (such as EXR), list the parent folder** of the sequence itself, not individual EXR files. For example, if you have folder BGN\_0005\_comp\_v0006 and it contains EXR files (e.g. BGN\_0005\_comp\_v0006.1000.exr, BGN\_0005\_comp\_v0006.1001.exr, and so on) and if you specify L:\VFX\PROJ\shots\BGN\_SEQ\BGN\_0005\comps\renders\BGN\_0005\_comp\_v0006\BGN\_0005\_comp\_v0006 in the **Files** field, Import Media will properly process it.

<figure><img src="/files/1kMZOaKZuWHFqLpx4kG1" alt=""><figcaption></figcaption></figure>

{% hint style="danger" %}
Since Files is a comma-separated field within a comma-separated file, be sure to wrap the field values in double-quotes to avoid a clash between the two levels of commas. Most spreadsheet software (Google Sheets, Excel, etc.) will handle this at export time, but be mindful if you are editing your CSV manually.
{% endhint %}

### Collections <a href="#h_01hbxxgkk4svhsjtc41ncvbcgw" id="h_01hbxxgkk4svhsjtc41ncvbcgw"></a>

When you drag and drop files onto the **DRAG & DROP MEDIA OR SPREADSHEET pane** on the left side of the user interface, **Import Media** will process each file individually, creating a PublishedFile record and Version record for each. You can also treat a set of files as a **Collection.** When you drag a folder onto the **DRAG & DROP COLLECTION** pane on the right side of the user interface, Import Media will treat the entire folder as a single Version, maintaining the internal folder structure.

{% hint style="info" %}
The primary use case for Collections is **on-set reference files**. Productions might drop in a whole folder of LIDAR or an entire slate’s worth of reference files into Import Media. When they are imported as a Collection, Import Media maintains their original folder structure and tracks the folder as a whole in ShotGrid.
{% endhint %}

{% hint style="info" %}
The CSV Only method of input does not currently work with Collections
{% endhint %}

### Spreadsheet View <a href="#h_01hbccq0fce6cg0z4207b7ns6z" id="h_01hbccq0fce6cg0z4207b7ns6z"></a>

As soon as you add at least one file or folder, the app will switch to the **Spreadsheet View**. This view will allow you to enter **metadata related to the individual files** in your batch.&#x20;

<figure><img src="/files/Ukx8kMsns4FGwLtftHSh" alt=""><figcaption></figcaption></figure>

These fields are **required**:&#x20;

* **VERSION NAME:** The name of the file that you dragged in.

{% hint style="info" %}
Import Media does not require you to follow your studio naming conventions. If you do, however, the tool will parse the filenames to determine file metadata like **LINK**, **TYPE**, and **VERSION NUMBER**. If not, you need to fill out these fields manually or through a CSV file.
{% endhint %}

* **LINK:** The entity in ShotGrid that the Version will be linked to. This can be an Asset, a Shot, etc. It may be automatically filled in based on filename, in accordance with the naming conventions set out by your studio. For example, if you submit a file named 186\_MM\_8200\_v001, it will be automatically linked to an existing Shot called 186\_MM\_8200. The **LINK** field uses color coding to show its status:
  * **White:** No issues
  * **Maroon:** The required field is empty
* **TYPE:** A description of the Version that may reflect task, department, or file type. The list of valid types is managed by the Production.

These fields are **optional**:

* **SUBMISSION NOTE:** A text field usually used to describe changes since the last submission.
* **SUBMITTED FOR:** A text field that describes the reason the Version was submitted, eg, revision, review, alternate.

The values for **these fields are generated by the app** based on the files dragged in, and provide information about the file. **They are uneditable**, and should not be included in the CSV:

* **VERSION NUMBER:** The revision number for the specific iteration that the file represents.
* **FORMATS:** A list of all formats across files represented by this Version.
* **EXTENSIONS:** The file extension for the submitted file.

{% hint style="info" %}
If you have multiple files that contain the same media but it different formats, they will be represented by a single Version. For example, dragging in both a MOV file and an EXR sequence for the same shot will create a single row, with two values in the **FORMATS** and **EXTENSIONS** fields.
{% endhint %}

* **EXISTS:** This field tells the user whether a Version with the same name already exists, and if so gives information about whether the current user can overwrite it. It can have the following values:
  * **Blank:** No Version with the submitted name exists.
  * **White checkmark:** A Version with the same name exists in ShotGrid. The user will receive a warning when they click the Import button, but they can choose to override it.

{% hint style="success" %}
You can hover your mouse over the checkmark in the **EXISTS** field to get more information about existing files in ShotGrid.
{% endhint %}

### Manual File and Metadata Management <a href="#id-01hbxzsxp03b9x1s0wvgewv85v" id="id-01hbxzsxp03b9x1s0wvgewv85v"></a>

You can **import additional files** by dragging them onto the Spreadsheet View. You can **remove files** by right-clicking on a row and selecting **Remove Selected**.

You can also **edit the displayed metadata**. To edit a field manually, just click on it and enter you desired value.

{% hint style="success" %}
You can **select a sequence of rows** by holding down the shift key while you click on the first, then the last, row in the sequence. You can select multiple individual rows by holding down the Control key (Windows) or the Command key (Mac) while clicking. Right click on any selected row to remove all selected files, or edit fields on single row to modify all selected rows.
{% endhint %}

Once you have entered all the metadata about the files you wish to import, **click the Import button**.

### Import Media Dialog <a href="#id-01hby0f84159kydxp2xhnq25v0" id="id-01hby0f84159kydxp2xhnq25v0"></a>

Clicking the Import button will bring up the **Import Media Dialog**.

<div align="left"><figure><img src="/files/xidgUszFFEKQ2RZaD2Hj" alt="" width="563"><figcaption></figcaption></figure></div>

Here you can confirm the number of media files being imported and select whether you want to:&#x20;

* **Create Web Media:** Unchecking this box will still create a Version, but it will have no media attached to it and no Thumbnails.
* **Create Shotgun Playlist:** Use this field to choose whether to create a Playlist of the files you’re importing, and if so, what to name it.

### Completing the Import <a href="#id-01hby0jc9jsb9d6frsbafk92za" id="id-01hby0jc9jsb9d6frsbafk92za"></a>

In the Import Media dialog, click **Import** to complete your import! If you see the below window, then the Import completed successfully.&#x20;

<div align="left"><figure><img src="/files/dO6Z9D49kt9LrVbjeDAd" alt="" width="563"><figcaption></figcaption></figure></div>

Once the import is complete, you can click **Show Details** to view a summary of the processed files, click **Open Playlist** to view the created Playlist in ShotGrid (if one was created), or close the app.

## Troubleshooting <a href="#h_01hbccq0fcqhfc4ajkehxsf48t" id="h_01hbccq0fcqhfc4ajkehxsf48t"></a>

### Error Logs <a href="#id-01hby0ndwf7ftpaa792tx941cw" id="id-01hby0ndwf7ftpaa792tx941cw"></a>

Sometimes \[RE]DESIGN will ask you to view or send us the ShotGrid Desktop app's error logs. To access them, open **ShotGrid Desktop**. In the pulldown menu in the upper right corner, select "**Open Log Folder**". Please ZIP up the all the files in that folder and send them to us with your ticket, or email them to <support@artistanywhere.io>.

<figure><img src="/files/Tqv19wqQOqSvK4USdvRa" alt=""><figcaption></figcaption></figure>

### Import Issues <a href="#h_01hby0qm53dqh4t2amch45ajpm" id="h_01hby0qm53dqh4t2amch45ajpm"></a>

Most of the issues we see when Importing media files are related to requirements from the Production, including:

* **Link not found error:** If you are attempting to link a Version to a Shot, Asset, Sequence, or other entity and it does not appear in the Link pulldown, then most likely your Vendor Group has not been linked to the entity in ShotGrid. Once you’ve linked your Vendor Group, it is not necessary to restart the app; you can click the **Reload Shotgun** button to pull in the latest ShotGrid data.&#x20;
* **Task not found error:** If your Production is using Tasks and you are not seeing expected Tasks in the Task field dropdown, you haven't been assigned to the Task.&#x20;


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