DaVinci Resolve Collaborative Workflow: Produce Hundreds of Videos Annually with a Network Project System

Thom Lyons | Visual+Aid Productions

Introduction to Efficient Video Production Workflow [0:00]

• The video introduces a system for small teams to produce hundreds of videos annually.
  • This system leverages collaborative tools within DaVinci Resolve.
  • The goal is to enable the entire team to access any project at any time.

Pre-Production Setup [0:24]

• A consistent and repeatable pre-production process is crucial.
  • Job Code Assignment:
    • Each project is assigned a unique job code.
    • Format: four-letter client acronym + four-digit job number (e.g., VAYT_1037 for Visual Aid YouTube, job 1037).

      

  • Google Project Shared Drive:
    • A shared drive is created for each project.
    • Production Section: Contains documents like creative briefs, scripts, call sheets, permits, contracts, and receipts.
    • Post Section:
      • Receives footage supplied by clients or overseas crew members, downloaded to the studio server.
      • Used for uploading assets to external contractors (e.g., 3D artists, animators).
      • Includes a footage review document for crew notes from shoots.
      • Contains a folder for final deliverables to be shared with the client.

        

Our Folder Structure on the Media Server [1:46]

• The media server has a hierarchical folder structure.
  • Client-Specific Folders: A top-level folder for each client.
  • Project-Specific Folders: Within each client folder, a folder for each project, using the matching job code.
  • Standardized Project Subfolders: Each project folder contains a consistent set of subfolders:
    • Deliverables: For final outputs.
    • Documents: For project-related documents like scripts and creative briefs.
    • Exports: For work-in-progress files sent for review.
    • Post: For DaVinci Resolve project files and XML files (e.g., from transcription services like Reduct).
    • Media: Contains all media used in the edit, further organized into:
      • Production Media (video/audio captured on location, client-supplied footage).
      • Graphics.
      • Music.
      • Sound Effects.
      • Stock Footage.
      • Voiceover.

        

• The folder structure is subject to ongoing refinement to improve workflow.
• The primary goal is that any editor can easily locate any necessary file for any job.

Network vs Local Project Libraries [3:08]

• DaVinci Resolve utilizes project libraries to store edits.
• Organization: A different project library is created for each client. For large clients with many projects, a new library is created annually to prevent slowdowns and reduce backup times.
• Necessity of Network Libraries:
  • For multiple computers to access the same project libraries, a local library setup is insufficient.
  • A network library must be set up, hosted on one central machine that all other workstations can connect to.
• Host Machine Requirements:
  • Best practice dictates hosting the library on a separate, dedicated machine that is never turned off.
  • This host machine doesn't need to be a supercomputer or have fast GPU processing (e.g., a basic Mac Mini can suffice).

Setting Up Your Network [3:54]

• Physical Connection:
  • All workstations and the project server must be connected on a local network.
  • Network connections should be fast, preferably gigabit Ethernet or faster (e.g., 10 gigabit switch used in the example).
• IP Address Configuration:
  • Typically, this works automatically, but manual adjustment might be needed if connection issues arise.
  • Goal: Ensure every computer has a unique IP address within the same network/subnet.
  • Example Configuration: Project Server: 192.168.10.10, Workstation 1: 192.168.10.11, Workstation 2: 192.168.10.12, all sharing the same Subnet Mask (255.255.255.0) and Default Gateway (192.168.10.1).

    

• Cautionary Tale:
  • OS updates on the server machine can sometimes change its IP address, breaking network connections.
  • Manually resetting the IP address back to its original static assignment resolves this issue.

DaVinci Resolve Project Server Software [5:03]

• Installation: The DaVinci Resolve Project Server program must be installed on the host machine.
  • Download from blackmagicdesign.com/support under the DaVinci Resolve Product Family.
  • Use the version matching your DaVinci Resolve install (e.g., version 20 for Resolve 20).
• Initial Setup:
  • The first launch prompts for a server name and admin account creation.
  • Then, the first project library can be set up.
  • The Project Server interface resembles Resolve's Project Manager, listing libraries on the left and projects on the right.
• Connecting Workstations:
  • On an editing workstation, open Resolve's Project Manager.
  • Select "Network" on the top left.
  • Click "Add Project Library," switch from "Create" to "Connect."
  • Enter the library name and the IP address of the host machine.
  • Using the same admin username and password from server setup is a simple approach for small, trusted teams.
  • After connecting, workstations gain access to the library and all its projects.
  • A lock icon next to a project indicates someone else currently has it open.

    

Multi-User Collaboration [6:22]

• Enabling Collaboration:
  • Multi-user collaboration is enabled on a project-by-project basis within DaVinci Resolve.
  • With the project open, navigate to File > Multiple User Collaboration.
  • A badge in the Project Manager will indicate the project is available for collaboration.
  • The collaboration button (bottom right) shows a list of current project members, whose names can be customized.

    

Locking Up Your Assets [7:15]

• First-Come, First-Served System:
  • Resolve's collaboration works like a library checkout system.
  • The first person to open a bin, timeline, or clip automatically locks it.
  • A colored icon appears next to locked items, indicating who is working on them.
  • Others can view locked items but cannot make changes.
  • Example: An editor can view a locked timeline but cannot move clips within it.

    

• Automatic Unlocking:
  • Selecting a different bin or clip automatically saves changes to the current item and unlocks it.
• Timeline Creation Caveat:
  • Attempting to create a new timeline within a bin that another user has open will appear to work, but no timeline will actually be created.
• Manual Control:
  • Lock Bins: Right-click a bin and choose "Lock Bins" to reserve it, preventing others from making changes until manually unlocked.

    

  • Unlock Bins: Right-click the locked bin and choose "Unlock Bins" to release it.
  • Read-Only Mode: Hold Option (Mac) or ALT (Windows) and click a bin to open it in read-only mode. An "eyeball" icon appears. This allows viewing contents without locking it, enabling others to work in it. This mode is released upon clicking a different bin.

    

Updates From Your Team [8:54]

• Work is automatically saved, but project updates from teammates are not applied automatically to avoid constant screen changes.
• Refresh Icon: When a teammate saves a change to a timeline, a circular refresh icon appears.
• Click this icon to see the latest updates from the team.

  

Working in Fusion and Color Pages [9:13]

• Clip-Level Locking: On Fusion and Color pages, locking applies to individual clips, not the entire timeline.
• Simultaneous Work: The locks for the Fusion page and Color page are separate.
  • This allows one person to work on a clip in Fusion (e.g., visual effects) while another simultaneously grades the same clip in the Color page.
  • This significantly enhances efficiency and speeds up production.

Communicating With Your Team [9:37]

• DaVinci Resolve offers in-project communication tools:
  • Markers: Add markers on timelines or specific clips to leave notes or ask questions.
  • Chat Window: Use the built-in chat window for quick conversations.
    • An orange dot on the chat icon indicates new messages.
    • Important Warning: Chat messages are not saved when a project is closed. For important notes, always use markers or project notes.