Migrate from Shotgun to Microsoft Project

ShotGrid Projects map directly to Microsoft Project plans. We preserve Project name, status, description, and the pipeline configuration as a Project Summary Task or project-level notes field. Start date and target end date map to MS Project Project Start Date and Project Finish Date. If the destination is Planner Premium, the Project maps to a Planner hub plan.

ShotGrid Sequences (editorial groupings of Shots) map to Microsoft Project Summary Tasks at the top level of the task hierarchy. The Sequence-to-Shot parent-child relationship is preserved as Outline Level in MS Project. Sequence-level metadata (sequence code, editorial act, cut order) migrates as text fields on the Summary Task.

ShotGrid Shots map to Microsoft Project Tasks. Each Shot becomes a Task with the Shot code as Task Name, status as Task Status (complete/in-progress/not-started), and the linked Task pipeline stage mapped to a custom Task field or milestone flag if the Shot represents a milestone. Shot cut order is preserved as Task ID sequence. Shots that represent multiple deliverable steps may split into multiple Tasks if the Shot's pipeline stages (Animation, Comp, Lighting) are tracked as separate work packages.

ShotGrid Assets (characters, props, environments) map to Microsoft Project Tasks representing the asset build work package. The mapping type depends on whether the studio tracks Assets as deliverables (Tasks) or as shared resources available to Shot Tasks (Resources). We configure this during scoping based on the customer's reporting needs. Asset status migrates as Task Status; asset type (character, prop, environment) maps to a custom Outline Code or Text field.

ShotGrid Tasks assigned to Shots or Assets map directly to Microsoft Project Tasks. Task pipeline stage maps to a custom field (e.g., custom1) or the Task Name prefix. Assigned user maps to a Resource Assignment. Status, due date, and priority migrate as Task Status, Deadline, and Priority fields. Duration is estimated from ShotGrid's estimated_hours or computed from the date range.

ShotGrid Version chains (iteration history on a Shot or Asset) are flattened to a Task Note or a file attachment listing version numbers and status. The full version-review chain (comparisons, annotations, approval status) does not migrate because MS Project has no equivalent review workflow. We preserve Version number, status, and date as a text note on the parent Task. The customer's review process requires rebuilding in a separate review tool or SharePoint.

ShotGrid Notes attached to Shots, Assets, or Tasks migrate as Microsoft Project Task Notes. Threaded replies are flattened into a single note with reply depth indicated by indentation or a prefix (e.g., RE:). Note author and timestamp migrate as a note footer. Note attachments do not migrate as MS Project task attachments are single-file and not threaded.

ShotGrid Attachments (uploaded files, render outputs, published media) linked to Shots or Assets are extracted via the ShotGrid download_attachment endpoint and re-associated as Task Attachments in MS Project where supported, or as SharePoint document library links referenced in Task Notes. Large render outputs and video files are flagged for manual handoff to the customer's SharePoint or Teams channel as MS Project's attachment storage is not designed for large media files.

ShotGrid custom fields vary widely between sites and entity types. We perform field-level type mapping: ShotGrid text fields map to MS Project Text custom fields; numeric fields to Number; currency fields to Cost; date fields to Date or Start/Finish; boolean fields to Flag. List values in ShotGrid dropdown fields map to MS Project custom Outline Codes or Text fields with a lookup table. Fields with no MS Project equivalent are preserved as Task Notes with a structured prefix.

ShotGrid Users map to Microsoft Project Resources. We resolve users by email match to the destination MS Project resource pool. Role and permission sets from ShotGrid (Artist, Supervisor, Coordinator) do not map directly; we preserve them as Resource Notes or a custom Resource Text field. Resource Calendar (availability, PTO) is extracted from ShotGrid work_schedule_read and applied to MS Project Resource Calendar.

ShotGrid Work Schedules (day rules, holiday calendars, availability per user) migrate to Microsoft Project Resource Calendars. We extract schedule configuration via work_schedule_read and apply working time exceptions to each Resource. Bank holidays and non-working days map to Resource Calendar exceptions. Note that MS Project calendar granularity is daily; intraday schedule exceptions in ShotGrid require manual reconciliation.

ShotGrid pipeline statuses are studio-specific and vary per entity type. We map source pipeline stages to a custom MS Project field (e.g., custom_pipeline_stage__c) with allowed values matching the source status list. Status transitions that represented automated handoffs in ShotGrid are documented as a separate Workflow Inventory for rebuild in Power Automate post-migration.