FCP X 10.1: Collaboration

Posted on January 4, 2014 by Larry

[ This article looks at collaboration. My next article will examine backup and archiving techniques for Final Cut Pro X 10.1. ]

Collaboration is the process of sharing media, events or projects between editors or other staff. Final Cut Pro X v10.1 provides a wide variety of ways to collaborate, but they all start at the same place: importing your media. This article looks at collaboration in general and provides different examples of how editors can work together. However, there are more options than I have time to cover here. Check out the Additional Resources section at the bottom of this article for more information.

This is the third of four articles I’ve written on media management in Final Cut Pro X v10.1. The other three are:

DEFINITIONS

Libraries are the master container and hold everything: media, events, projects, render files, transcoded files, metadata, everything.

Events hold clips and projects. Think of events as folders which you can organize as you see fit.

Projects are timelines; “sequences,” as Final Cut Pro 7 would call them.

Libraries can be stored anywhere and named anything that the Mac file system will allow. However, some library locations will be better than others. For example, you can store libraries on a thumb drive, however, storing that same library on a Thunderbolt RAID will yield better performance.

Media that is stored inside a Final Cut library is called “managed media,” because Final Cut manages it for you. Media that is referenced by a library, but stored outside it, is called “external media.”

NOTE: Once you are inside Final Cut itself, I recommend storing clips and projects in separate events within the library because it makes managing them easier. This organization is not required, but it is a good practice.

IT ALL STARTS AT IMPORT

While Final Cut provides a variety of ways to reorganize media after you have it in the system, life is easiest when you plan to share files during import. When you import files, you have two key options for Media Storage that affect how easily you can share files.

Copy files into [Event]
Leave files in place

When you Copy files into an event, Final Cut copies the files from where they are into the library. This creates what Apple calls “managed media.” These files are stored inside the library and travel wherever the library bundle goes.

NOTE: Libraries are called “bundles,” because they “bundle” a large number of files into a single location. Bundles are, essentially, special-purpose folders that act like a single file.

The good news about copying files into a library is that all your files are in one place, making them easy to manage, move, or backup. The bad news is that the library file size can be enormous because it contains all that media. (Enormous does not mean bad, simply that the file size is very big.)

When you Leave files in place, Final Cut creates a symlink, stored inside the library, that points to the location of the source files on your hard disk. “Leaving files in place” avoids duplicating your media.

NOTE: Symlinks are much more robust than the simple pointers we used in Final Cut Pro 7; they are even more robust than the aliases we use in the Finder. For example, if you rename a source file or the folder that contains it, Final Cut will still know where the source media file is located.

These symlinks are tiny, about 100 KB, which keeps the library bundle small. Even better, multiple libraries can point to the same media, without increasing the space you need for storage, because each library only points to the media, it doesn’t copy it. However, because media files are now separate from the library, you need to make sure you are backing up both the library and the media files.

Also, when you import media, use Events to stay organized. Since you can create an unlimited number of events inside a single library, create as many events as you need to help you organize your media.

UPDATE NOTE: Mark Spencer points this out in the comments, but I want to also mention a new feature in the 10.1 update. Now, when you are importing from a camera card you can choose to copy the media to an external folder on a hard disk or shared network volume so that all editors can get to the media as soon as Final Cut is done importing from the camera. This is especially useful for multiple users with quick turn around situations like news and sports.

In previous versions we would need to import to a local hard drive, then copy the media to the shared storage. Now, this is all done in one step.

KEY THINGS TO KEEP IN MIND

Media does not need to be stored inside the library.
Multiple libraries can link to the same media, without increasing storage requirements.
Linked media, what Apple calls “external media,” is connected to the library using symlinks.
A library can contain just media, just projects, or both.
When you edit media from a different library into a project, one of two things will happen: 1. If that media is stored in the original library (“managed media”), the media will be copied into the second library that contains the project. 2. If that media is linked to the original library (“external media”) only the links will be copied into the second library.
For slower networks, consider copying library files to your local storage prior to editing.
Sharing projects by copying them to libraries lets you transfer the complete, lossless project file between editors. This is different than XML export, which is designed for interchange with third-party apps like DaVinci Resolve that do not natively read Final Cut Pro X project files.

CREATE A “TRANSFER LIBRARY”

A Transfer Library is a library that is specifically created to share projects or events from one editor to another. Let me illustrate how to create a Transfer Library to share a project from one editor to another.

Select the project you want to share in the Browser.

Choose File > Copy Project to Library > New Library

Give the new library a name. You can name the library anything and store it anywhere.

To reduce the size of the project to its bare minimum, uncheck both these checkboxes. Your project should now only be a few megabytes and small enough to email.

NOTE: I recommend using Copy Project to Library, rather than Move Project to Library, principally because if anything goes wrong, you still have the original project.

UPDATE NOTE: You do not need to delete any render files before moving or copying a Library. Final Cut does not copy this generated media when copying or moving libraries because that media can be quickly regenerated once the library arrives at the new destination. This makes the the transfer go more quickly and keeps the Transfer Library smaller.

COMMON SCENARIOS

Scenario 1: Two editors who are on the same network want to work on the same project.

Answer: While only one editor can be in a library at a time, the ability to quickly open and close libraries makes sharing simple.

Store the library on a network volume. When the time comes to give the project to another editor, simply close the library so that the other editor can open and work on it. Because both media and project files are stored in the library, each editor has access to the latest cut each time they open the library.

NOTE: Depending upon the video formats you are using and the bandwidth of your network, it may be easier to copy the library from the network to local storage.

– – –

Scenario 2: A producer in a different location wants to do a rough-cut for an editor, then have the editor polish the cut.

Answer: Import all media so that it is copied into a single library, then duplicate that library onto a second hard disk and give it to the producer. Because the media is stored inside the library, you don’t need to worry about cloning drives or matching file path names, the library handles all of that.

The producer opens the library inside their copy of Final Cut Pro X, creates a new project and edits a rough cut. When she is done with the rough cut, the producer selects the project and chooses File > Copy Project to new Library to create a new Transfer Library.

This creates a new library containing the project, with links to all the existing media. The producer sends that library back to the editor, who opens it, then drags the project into the existing library. At which point, the Transfer Library can be deleted.

Sending projects contained in otherwise empty libraries is a fast way to share projects.

– – –

Scenario 3: Two editors on the same network need to share media, but not projects.

Answer: On a network volume, store all media in separate folders, organized however you wish – by client, job, activity, scene… whatever. Each editor can then import the media they need for their project and select “Leave files in place.” This means that the media is linked into the library, not copied.

This is the fastest way to share media – by linking it to the library, not copying it into the library.

NOTE: Media can be stored on any network volume. However, not all networks have the same performance. A simple Gigabit Ethernet network is fine for small groups and single camera editing. However, for teams of editors or multicam editing, you will need to increase the performance of your network significantly. This is where XSAN comes in. XSAN is a high-performance network optimized for media editing.

– – –

Scenario 4: A team of editors all need access to the same media using a variety of applications.

Answer: Store the media on a high-speed network, organized in folders as necessary. Editors not using Final Cut can access the source media stored in those folders. Final Cut editors can create new libraries that point to this media. Editors can share libraries using the Open/Close method I talked about in Scenario 1, or they can transfer projects from one editor to the next using the “Transfer Library” we talked about in Scenario 2.

SUMMARY

Final Cut Pro X is designed with collaboration in mind, but it requires thinking differently about how and where to store your media. Libraries reduce the need for cloning drives, instead we simply need to copy files from one drive to the other. And the ability to move projects by containing them within libraries makes sure that all essential data transfers from one editor to another.

ADDITIONAL RESOURCES

Apple provides a good overview of media management. Read it here – especially pages 14 – 18.

The well-respected Alexander Snelling has written a detailed and easily readable analysis of media management, collaboration, backup and archiving. Read it here.

As well, here are three other articles I’ve written that explain the basics of media management in Final Cut Pro X 10.1

FCP X: Manage Libraries

FCP X: Manage Projects

FCP X: Media Management

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81 Responses to FCP X 10.1: Collaboration

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Benji says:

January 4, 2014 at 4:22 pm

While editing a project, new keywords and metadata may be added to clips in the associated Event. So in exchanging projects between editors, how to we keep the Events in sync? My only guess is that rather than copying the projects to a transfer library you’ve got to copy the entire Event or Events.

I worried when working with another editor using separate hard drives and separate Libraries with the same media that if you only transfer Projects back and forth, you run the risk of losing clip metadata. What if one of us makes a new keyword collection?

I’m asking because I want to try this out on my iMac and Macbook Air. I want to work on a proxy only version of a Library on my Air, but be able to easily switch back to the optimized media version on my iMac. If I add a new keyword collection on my iMac but only transfer the Project to my Air, I won’t see this keyword collection on the Air, correct?

So I’m thinking that the first time I create a transfer Library from my iMac, I copy all EVENTS to it and tell FCPX to include Proxies. When I create subsequent transfer Libraries to my Air, I just need to include all Events because the proxies are already there…right?

Reply
- Mark Spencer says:
  
  January 6, 2014 at 7:14 am
  
  Benji, all you need to do is export and import Event XML to get all the metadata in sync.
  Mark
  
  Reply
Mark Spencer says:

January 6, 2014 at 7:14 am

Larry,

You state that there are two key options for importing media: copying files into an event or leave files in place.

This is not correct. There are actually three options, and you skipped a very important one completely. The Copy files option has two sub-options: copying into an event, or copying to an external location.

Leave in place is only available for files that are not on a camera card or camera archive.

Also, you state:

“When you edit media from a different library into a project, one of two things will happen: 1. If that media is storedin the original library (“managed media”), the media will be copied into the second library that contains the project.”

This is not true if both libraries are on the same volume. In that case, the media will appear in both libraries, but no media is duplicated.

Also, and this is more personal preference, I don’t recommend storing projects in their own event but rather in the event that contains the media that project uses.

Mark

Reply
- Benji says:
  
  January 6, 2014 at 10:11 am
  
  I noticed when I exported Event XML that it did NOT include any projects that are contained in that Event. So when trying to sync different workststioms you’ve got to send a transfer Library containing the project you want to share AND an XML for the Events that need to be updated. Would it be easier to just put the Events that need syncing into transfer Library? You then drag the updated Event into your Library, move your current project into the updated Event, then delete the old Event?
  
  Reply
  - Mark Spencer says:
    
    January 6, 2014 at 10:44 am
    
    Or instead of sending the project in a transfer library, you can export/import project XML as another option – although I would test this workflow – it’s worked for me but I’ve heard from others that not all effects (e.g.) keyframes pass through.
    
    Reply
    - Larry Jordan says:
      
      January 6, 2014 at 10:52 am
      
      Mark:
      
      Based on what I learned researching this article, I don’t recommend collaborating using XML. Not all project data travels in the XML file – a Transfer Library is a safer choice.
      
      Larry
      
      Reply
      - Mark Spencer says:
        
        January 6, 2014 at 10:57 am
        
        Makes sense, Larry, thanks.
- Larry Jordan says:
  
  January 6, 2014 at 10:41 am
  
  Mark:
  
  Thanks for this update – this was an option I did not know about.
  
  Larry
  
  Reply
- oren says:
  
  January 6, 2014 at 11:26 am
  
  Mark,
  
  Re: storing projects on the event with media. I like the cleanliness of this, but when sharing with editors, I like the idea of having a separate event for their project, so that if they add a music track, compound clip, logo, etc. those assets are added to their own event. Then, when getting the project back, it’s easy to see what were their additions and make sure I have any extra media required from them. I can then add this event to the original Libary, or merge it with the original Event at the end.
  
  Reply
  - Mark Spencer says:
    
    January 6, 2014 at 11:28 am
    
    Totally agree, Larry.
    
    Reply
    - John Matthews says:
      
      June 4, 2015 at 1:29 pm
      
      Mark having the collaborative editor use a New Event for Projects and any added Media, is so important when collaborating remotely, where each party starts off with the identical Media. I think then you could Consolidate the New Event, (which only contains the additional media) to ensure the Media “travels”
      
      Reply
Benji says:

January 6, 2014 at 10:03 am

“Also, and this is more personal preference, I don’t recommend storing projects in their own event but rather in the event that contains the media that project uses”

I guess this is what I should do when keeping libraries in sync on two different machines. Otherwise I’d have to export an XML for each Event to keep it in sync.

Reply
chris says:

January 15, 2014 at 11:35 am

Thanks for the helpful post, Larry.

This Transfer Library technique only really seems to work with media stored not in the managed library but outside the library in external folders, is this correct?. I am hoping not!

My scenario is this: I have a copy of the managed library and so does my assistant. She makes a new project and edits. I want to then have a look at that project. She is based in another country to me so we only want to send the project, not the original media. If we try your recommended Transfer Library option, scenario 2 above, all the original media is also copied along with the project.

in outlining scenario 2 you say “Because the media is stored inside the library,” i.e. managed library, but then a few lines down

“When she is done with the rough cut, the producer selects the project and chooses File > Copy Project to new Library to create a new Transfer Library. This creates a new library containing the project, with links to all the existing media. ” i.e. the media is not in a managed library but in external folders.

I was hoping to be able to able to transfer projects between my assistant with both of us using a managed library, but as we don’t want to send the original media back and forth every time, it would seem that we should be using libraries with media stored in external folders?

Thanks for your help

Reply
- Larry Jordan says:
  
  January 15, 2014 at 11:44 am
  
  Chris:
  
  First, make sure the project is in its own event before creating the transfer library.
  
  Second, since the project may contain render files, rather than source media, these can be deleted from the Transfer Library before sending the Library via email. This will reduce the size of the library.
  
  Larry
  
  Reply
  - Mark Spencer says:
    
    January 15, 2014 at 11:47 am
    
    That won’t help. If it’s a managed library, when you copy the project to a new library, the media will also be copied into the library. If you want a library that only contains sym links, you need to consolidate the media to an external location. as the op described.
    
    Reply
    - chris says:
      
      January 15, 2014 at 11:55 am
      
      Thanks for the reply Larry. I did try your suggestion but, as it is a managed library, the original media got copied over too.
      
      It seems that Mark is correct – the Transfer Library option only seems to work for libraries with media stored in a library outside the library, not with managed libraries. I guess this actually makes sense, but I was hoping to be able to transfer just the project (I realize that projects must exist in a library, so a project in a library with out any media) between my assistant and myself with both of us having a managed library but that doesn’t seem possible.
      
      This is says something similar
      http://www.fcp.co/final-cut-pro/articles/1310-the-final-cut-pro-10-1-cheat-sheet
      
      Reply
      - Larry Jordan says:
        
        January 15, 2014 at 12:06 pm
        
        Chris & Mark:
        
        Thanks for the updates. Always good to know what works.
        
        Larry
Mark Spencer says:

January 15, 2014 at 12:00 pm

If you really want to keep the media managed and share just projects, you *can* export and import Project XML – however, you should test it first because not all features of your project may translate (e.g., some keyframed effects, etc.) But if your project is just straight cuts, it may be a good solution.

Reply
- chris says:
  
  January 15, 2014 at 12:07 pm
  
  thanks Mark for pointing out that option. I might just move everyone to non-managed libraries, with the media stored outside the library
  
  Reply
chris says:

January 16, 2014 at 10:37 am

I seem to have found a workable solution to allow for transferring of events and projects between editors with managed libraries – exchange the backup file!

A hack, but it works. For example, both my assistant and I have the same managed library of a shoot. At this stage no editing has been done so no projects. She edits, making a few projects, events, whatever. When she is finished she lets me know and gives me the latest backup file. I open up that file – double click in the finder. Although this opens, usually it says that the original media data can’t be found so it opens as a new library with all the files highlighted in red as unconnected clips/media. All I have do then is drag the projects that my assistant made to the library I have with the media in. Everything is automatically connected. Perfect!

And to make things even easier, we are storing ours backups on dropbox so all my assistant has to do is make sure that it has backed up recently by checking the time code on the backup file name and then I just drag that backup file to, for e.g., the movie folder of my mac and then double click from there.

Seems to be a solution for sharing projects between editors both using a managed library in 10.1 anyway.

Reply
Mark Spencer says:

January 16, 2014 at 10:49 am

Interesting solution! I’m not sure why you feel you have to have managed libraries, but I’m glad you found a way to work with them. Any reason you couldn’t each consolidate the media outside the library, then share the library itself rather than the backup?

Reply
chris says:

January 16, 2014 at 10:53 am

Yes, will have to think through whether we really do need managed libraries.

If we consolidate the media outside the library and then share the library itself it has render files in it which make it unnecessarily large. Which makes Larry’s tip for using a Transfer Library a good one if you are consolidating the media outside the library as the render files aren’t included.

Reply
Mark Spencer says:

January 16, 2014 at 10:56 am

Very good point about the render files, Chris. Same is true for any proxy or optimized media, that’s always kept in the Library. But is optional when copied and is also not in the backup.

Reply
Bmann says:

January 20, 2014 at 2:46 pm

That’s good information about using copied managed libraries and backups to work in between two locations. So if the other managed library needed to, you would just re- transcode the media that didn’t exist in that library? Or it would already exist from the first time?

Reply
- Larry Jordan says:
  
  January 20, 2014 at 3:01 pm
  
  Bmann:
  
  Render files would be generated automatically. However, the second site would need to manually transcode optimized or proxy files.
  
  Larry
  
  Reply