Tracking and archiving completed assets for portfolio/archive

Purpose

1.1. Maintain comprehensive records of completed animation assets for reference, compliance, and showreel creation.
1.2. Automatically track, categorize, and store finalized assets such as rendered videos, project files, and documentation in organized archives.
1.3. Protect intellectual property and streamline later reuse or retrieval for sequels, marketing, or client portfolios.
1.4. Enable staff or stakeholders to retrieve historic project assets quickly for QA, audits, or client presentations.
1.5. Ensure only released or approved assets are archived, maintaining studio quality and version control.

Trigger Conditions

2.1. Asset status updated to “Final” or “Approved” in project management software.
2.2. Submission of final render or project deliverables to designated team folder.
2.3. Sign-off notification received from client or production supervisor.
2.4. Scheduled project milestone completion (e.g., end of episode, scene, or shot).
2.5. Receipt of digital signature or form submission indicating deliverable readiness.

Platform Variants

3.1. Google Drive
• Function/API: Google Drive API “Files: create”, automated folder creation, permission management; set to auto-sort assets by project and date.
3.2. Dropbox
• Function/API: Dropbox API “files_upload” and “files_move”; archive assets to project-specific locations, trigger on completed status.
3.3. Box
• Function/API: Box Content API “Upload a File”, set retention policies, tag assets by meta-properties upon upload.
3.4. Microsoft OneDrive
• Function/API: OneDrive API “Create upload session”, configure automated folder structures per project, manage access control.
3.5. AWS S3
• Function/API: “PutObject” S3 API; organize assets by bucket and metadata on project close, apply lifecycle rules for retention.
3.6. Azure Blob Storage
• Function/API: “Put Blob” REST API, tag assets by production metadata, trigger cleanup/archive on status update.
3.7. Slack
• Feature/Setting: Slack API “files.upload” to archive into #archive channels, notify team of successful archival including links.
3.8. Monday.com
• Function/API: “Update Column Values” in assets board when completion status hits final, launch automation scenario.
3.9. Asana
• Feature/Setting: Asana API “task.updated,” detect custom field change to “asset archived,” trigger downstream storage.
3.10. Jira
• Feature/Setting: Jira REST API “issue transitioned,” fire when ‘Done’, attach final assets and push to archive.
3.11. Frame.io
• Function/API: Frame.io API “Webhook Asset Finish”, auto-move completed videos to archive folder.
3.12. ShotGrid
• Feature/Setting: Event Daemon/Action Menu; on version “final” status, trigger export to external archive.
3.13. FTP/SFTP
• Function: Automated SFTP “put” for final renders with directory structure mapped to project hierarchy.
3.14. Google Sheets
• Function/API: Append archival event to log sheet with asset URLs, timestamps, project metadata.
3.15. Notion
• Feature/Setting: Notion API “Create Page”, log archived asset details with properties (project, asset type, file link).
3.16. Trello
• Feature/Setting: Trigger on card move to “Done,” use Power-Up to auto-attach archived asset links.
3.17. Zapier
• Feature: “Webhooks by Zapier” for multi-service handoffs, push archive event to Google Drive, Dropbox, or custom endpoint.
3.18. Airtable
• Function/API: Airtable API “Create Record”, persist archive metadata and file references in centralized database.
3.19. Adobe Creative Cloud
• Function/API: Creative Cloud API “Upload Asset” to designated portfolio folder, tag asset type and production.
3.20. Egnyte
• Feature/Setting: Egnyte API “File Upload”, move completed deliverables to secure, permission-controlled folders.
3.21. Smartsheet
• Feature/Setting: Record file attachment and event log row on “Completion” field update, including asset references.
3.22. Miro
• Feature/Setting: Miro API “Create Card,” log archived visuals with asset metadata for later visual referencing.

Benefits

4.1. Drastically reduces manual intervention, ensuring consistent and error-free asset preservation.
4.2. Centralizes all finalized project files for compliance, QA, and portfolio marketing activities.
4.3. Accelerates retrieval for client pitches or creative retrospectives by indexed, metadata-rich records.
4.4. Supports regulatory and contractual requirements for data retention, copyright protection, and content review.
4.5. Scales to multiple projects and large teams with robust access control and audit trails across diverse platforms.