+ Startwork

On your first day, the first thing you should do is go to: https://www.ghostcorporeal.com/team-resources

This webpage contains links to mandatory payroll paperwork, a checkout form for studio keys, and the daily timesheet.

Onboarding -

The “ONBOARDING” link sends you to a form for you to provide contact information. Please fill out all fields and then press “Submit”. At the top of the page are links to I9, W4, IT-2104, and Direct Deposit forms. All necessary forms should be completed and submitted via the form.

Key Check - In / Out -

The “KEY CHECK-IN/OUT” link sends you to a form that you should fill out if you need to have access to a studio key. This cannot be filled out before the “ONBOARDING” form.

Time Card -

The “TIME CARD” link sends you to the form that you will fill out at the end of each work day to report your hours worked.

+ Slack

Slack is our main method of communication as the physical presence of employees in the studio varies over the course of a project(s). All workstations at Ghost Corporeal have the Slack App loaded onto them.

On your first day, the studio manager will invite you to the appropriate Slack channels for the project you are working on. These will appear as follows:

Channels -

# general - Used for messages to all studio members

# zzzz - This will be the four-letter code for the project you are working. Used for messages to all members working on a specific project.

# random - Used for anything not project related

Direct Messages -

For messaging other studio members directly.

+ Passwords and Accounts

Should you need to log in to any product account (i.e. Adobe Creative Cloud, AEScripts, etc.), every workstation at Ghost Corporeal has a document in the Notes app in “GC Shared” called “GHOST SERVICE ACCOUNTS & WORKSTATION TRACKING”.

The first hyperlink leads to an online AirTable page, the login to which will be provided to you by the Studio Manager.

This table shows all accounts that Ghost Corporeal uses for various products, their usernames, passwords and the workstations that each account is running on.

Be sure to check that you are using the correct login for your workstation before making any changes.

+ Accessing Files

All show files are kept on both the Ghost Corporeal (GC) studios local NAS server as well as being constantly synced with Dropbox.

Through Dropbox -

• Locate the Dropbox (Ghost Corp) file (Usually located in the side bar). May also be on an connected external drive
• Open ProjectDocs folder
• Locate the project folder (Will be labeled with a show code followed by project title)
• Check that folder’s Dropbox SmartSync is set to Local (evidenced by a green check)

Through the NAS Server -

• Locate the server in Network > GC_Server
• Choose Connect As and Login using a name and password provided by the Studio Manager
• Select ProjectDocs > ProjectDocs

+ Folder Structure

ProjectDocs - The Master Dropbox folder containing all current projects

• _Archive - Contains all previous show folders

• _GhostCorporealResources - Commonly used digital assets
  • Adobe - Plugins, Codecs, and other resources used in conjunction with AE
  • Brand - The current Ghost Corporeal logo, to be applied to review documents that are viewed by other parties
  • Drafting - Commonly used Vectorworks resources
  • FocusGrids - Collection of differently sized Focus Grids and Test Patterns
  • Fonts - Fonts owned and often used by GC
  • Icons - icons used for common file labeling
  • Izzy - Pre-built actors, licenses used for Isadora
  • LUTs - A collection of LookUp Tables used for color grading
  • PJ_Control - Apps used for controlling projectors via ethernet TCP commands
  • Sounds - Collection of commonly used Sound FX
  • Stamp - A copy of STAMP, a program used for recording and review show footage
  • Templates - A collection of paperwork templates for organizing projections
• _InDev - Projects currently in development and not yet actively being worked on
• ZZZZ-DocTemplate - The standard file template for any new show. Each show is given a 4 letter Show Code followed by the full name of the production.
  • _Archived - Folders and files no longer necessary for the production
  • Output - The location of exported video files waiting for review/approval
    • _Offsite - Content rendered outside of the studio waiting for review
    • Drafts - Content waiting for review by Alex as well as a good “test render” location
    • Masters - Content reviewed and approved for inclusion in the show
  • Playback - Contains the most recent version of the Playback file as well associated content. Often also contains previously archived versions.
  • Projects - Contains the content creation files being used in the production
  • After Effects - Contains all After Effects projects
    • _PastVersions - Previous versions of AE files saved throughout the process
    • AEPanels -
    • AEScripts - Scripts unique to the project that are necessary for the team
    • _Default-V01_01.aep - The Default AE folder. Should be copied to create all other files
  • Source - Contains all sourced material used and referenced by After Effects, Photoshop, etc.
    • Audio - All audio used throughout the production. Should be organized into new folders per unique instance
    • Fonts - Specific fonts used in the production.
    • Illustrator - All Adobe Illustrator files. Should be organized into new folders per unique instance.
    • Photoshop - All Adobe Photoshop files. Should be organized into new folders per unique instance.
    • Prerenders - Content rendered and referenced by After Effects in order to more efficiently render the final content
      • AE_Archival - Previous renders no longer referenced by AE
      • FrameSequences - Rendered still images referenced by AE to make a complete video sequence
      • PreRenders - Rendered video files reference by AE
      • Proxies - Lower resolution rendered content used for reference before the final render
      • Scratch - Meant for miscellaneous files
      • VFX -
    • References - Images and videos meant to convey artistic concepts and ideas, but not meant to be used as actual content
    • Stills - All still images sourced for the production
      • _Default - The file structure that should be copied and renamed for each collection of sourced images
        • LicensedStock - Images that have been purchased for use
        • OpenSource - Images freely available for use
        • RightsLimited - Images with conditional usage such as author attribution
        • RightsReserved - Images not available for free public use
        • StatusUnknown - Images who’s author and usage rights are unknown
    • Video - All videos sourced for the production
      • _Default - The file structure that should be copied and renamed for each collection of sourced videos
        • LicensedStock - Videos that have been purchased for use
        • OpenSource - Videos freely available for use
        • RightsLimited - Videos with conditional usage such as author attribution
        • RightsReserved - Videos not available for free public use
        • StatusUnknown - Videos who’s author and usage rights are unknown
    • _ZZZZ-FindMe - Should be renamed with the Show Code. Used as a reference in After Effects in case of file paths being broken.
  • Team - Contains paperwork pertinent to all departments.
    • Corporate - Branding and Style Guides used when project is representing an established brand or company.
    • Costumes - References to costumes and any visual references being used by the costume department
    • Director - Notes and research provided by the director
    • Lighting - The most up to date lighting plot as well as any references or pre-viz.
    • Production - Contact Sheets and Schedules provided by management
    • Projection - Video paperwork including drafting, systems designs, bids and rentals, etc.
    • Scenic - Information about the set provided by Scenic department including models, drafting and renderings.
    • Script - The most current script being used by the production
    • Shoots - Information about any live video recording necessary to the production
    • Sound - Any audio references and speaker plots provided by the sound team
    • Venues - Information specific to the venue. Mainly used for multiple venues.

+ After Effects

After Effects projects are organized to best mirror the structure of AirTable for any given project. Generally, we are working on “Assets”, the product that will eventually be rendered out. These “Assets are made up of “Elements”, complex graphic elements, which are in turn made up of “PreComps”.

When you open the “_Default-V01-01” AEP, you will find three main folders. These folders and their contents are described below.

• Assets - Where all master folders containing relevant materials (Elements, PreComps, Output comps) for specific assets live.

  • AS_%TAG-%DESC - Where the master composition, any Elements specific to it, and it’s Output Compositions live. This folder should be duplicated for each new asset being created within the AEP.

• CommonPreComps - All PreComps that are used in multiple Assets or Elements should be placed in the folder and labeled with "_PC-description".

• Solids - Automatically created by After Effects to hold any new solid layers that are made.
• Source - Where all reference media lives. File structure and folder names should match the content source folder the media is coming from.

Layer Organization

• Solids - Basic description of function/shape of layer. Layer color should be same color as layer
• PreComps - Labeled with a _PC- before the description
• Nulls - Named for the specific properties they’re controlling ie Scale, X and Y Position, etc.
• Adjustment Layer - Named based on the Effects applied to layer

+ File Naming

In order to properly organize the large amount of content created and utilized in any given production Ghost Corporeal uses a unique asset number for each piece of created content. These number are generated chronologically by AirTable each time a new asset is entered.

Once the asset tag has been generated files are named in After Effects using a special Script

• Select the default folder in Sequences titled "%AS_%TAG-%DESC"
• Run the Bundle Copy script
• Select the newly created folder and run the Renamer script
• Enter "A" and "S"
• Enter the Asset Number generated by Airtable
• Enter the Description found in the FILE DESC column in Airtable
• Press Ok

This will now rename all instances of the default AE file as well as the folder

Example: AS_%TAG-%DESC becomes AS_1111-Description

+ Exporting

• Select asset from Sequences folder and send to Adobe Media Encoder
• Select codec
• Set render location to a local render folder. This folder should be unassociated with Dropbox to avoid possible render errors. If rendering overnight for review in the morning render to either Output > Review or _Offsite.
• Once the asset is rendered, playback the media locally for any render issues.
• Move completed asset to Output > Review to be checked by the Designer.
• If the asset is approved send to playback computer and notify the Programmer.

Exporting Assets for Disguise

• Disguise automatically updates new files based on a version numbers. Version asset number with “_v” followed by the version number based on previous iterations. Reference either the playback computer or synced playback computer for this number.

Example: A01S01-1111-Description_v01

+ AirTable

Airtable is a dynamic worktable that is able to track info and self-update depending on the information entered in each of its multiple tables. The standard GC Airtable mainly incorporates this through its Cues, Assets, and Notes tables.

Cues -

Laid out like a standard cue sheet. The important thing to note is the Assets tab. When updating or writing a new cue click + sign. This will allow you to search the Assets table for the associated content.

Assets -

This is a list of all built and in-progress assets.

• Asset - This is the automatically generated Asset Number. Any time you create a new row a new number will be generated.
• Status - The current state of the piece of content
  • Queue - Content is awaiting approval to be built
  • Shoot - Content requires footage that has yet to be recorded
  • Source - Content requires materials that have yet to be sourced
  • Build - Content does not yet exist and should be built in AE
  • Edit - Content does not yet exist and should be built in PR
  • Output - Content is ready to be rendered
  • Program - Content is ready to be programmed
  • Draft - Content has been approved by designer and sent to programmer.
  • Notes - Content needs to be updated based on the WORK NOTES column
  • Retired - Content has been cut from production and no longer is needed. (Assets are retired instead of deleted in case they want to be restored in the future and the Asset Number cannot be duplicated)
• File Desc - The name or your file, should help describe the aesthetics of the content
• Work Notes - Short term notes and tasks, either filled in by the designer or the animator / editor after discussing with the designer
• Programming Notes - Information that the programmer may find useful ie: Loop points, specific blend modes, necessary effects, etc.
• Assigned Team - Specifies who’s job it is to build or update the piece of content. List of names is generated based on who has access to the Airtable.
• PROJECT FILE - Specifies what the file name of the project that the asset is built in is / should be.

Elements -

The complex graphic elements that make up Assets. Organized in a similar fashion to the Assets tab.

Cues -

The cue in which the content is used. Automatically updated based on the Cues Table

Channels -

Information about all video channels including projector/monitor resolutions, lenses, pixel density, etc. Meant as a quick reference while drafting projector location.

Surfaces -

The physical location where the image will be displayed. Meant to reference the images location and not the projector location. Also very helpful while drafting projector locations.

Shot List -

List of shots yet to be filmed for the production. Includes shot descriptions, necessary actors for each shot, and editor notes.

Equipment -

Inventory of all equipment being used for video playback.

+ Tech Table Setup

Standard Network Practices

• If using a shared network for projectors and multiple computers test connection from the Playback computer to projectors before assigning other IP Addresses to computers.
• Always use Static IP’s for each computer
• Turn Wifi off when first testing local connections

Standard 3 Machine Setup

This layout is fairly standard for production with a small team and can be scaled up accordingly. It incorporates a Designer Station, an Animation Station and a Playback Computer.

Designer Station - This is where the designer will primarily work. It will often be on the outside edge of the row of computers allowing the designer to quickly travel and consult with other designers as well as the director. This computer will likely not be as heavily used for animation but may be used as an additional render machine.

Animation Station - The computer where the majority of the After Effects and Photoshop work are done. Will likely also be the main rendering computer. Networked to the Designer Station in order to submit work for review. Also networked to the Playback Computer in order to drop/update content.

Playback Computer - The main computer where the show is programmed. Networked to the other computers in order to receive new content. Content is usually updated in two different ways:

• Drag and drop - The Designer and Animator will drop content directly into the playback computer’s media folder. This allows for fast file transfers but requires the Playback Computer to be connected in order to reference the file names and versions.
• Syncing - The Designer and Animator have a copy of the Playback Computers media folder and use a program to make sure the two versions always contain the exact same files. This allows for a constant backup and less manual movement of files, but is susceptible to occasional issues if a file sync is interrupted.

+ End of Day

At the end of the day, please make sure you complete all tasks below before leaving

• Clean up the project you are working in and save all files
• Close all apps that are not in use
• Clean up the desktop of your workstation
• Fill out the Employee Timecard
• Lock your computer screen

If you are the last person in the studio, please also complete these tasks

• Turn off the air conditioner
• Turn off the lights (light switch is a circular button at about head height to the right if you are facing the door)
• Take out the trash and throw it away in the trash room on the first floor
• Lock the door