Build Custom Task Pipelines in Shotgrid: A Practical Guide for Asset Tracking

Problem: You Need Structured Task Tracking for Asset Creation

Artists need clear visibility into task status, due dates, and dependencies when creating assets. Shotgrid's default task system often lacks the structure to enforce consistent workflows across teams. This guide shows how to build custom task pipelines that standardize asset creation stages while remaining flexible for individual project needs.

Prerequisites: What You Need Before Starting

• Administrator access to the Shotgrid site
• A configured project with Asset and Task entity types already in use
• Schema edit permissions to add custom fields and templates
• Basic familiarity with Shotgrid's Admin interface

Step 1: Add Custom Fields to the Task Entity

Navigate to Admin > Schema > Task and click Add Field. Create a dropdown field called "Task Type" with options like:

• Modeling
• Texturing
• Rigging
• Animation

Why this matters: The Task Type field will help categorize work and can be used for filtering, reporting, and automation later.

Verification Checkpoint

After saving, switch to a regular user account and open any existing task. Confirm the new field appears in the task details panel. If it's missing, check that the field wasn't accidentally set to hidden in the schema.

Step 2: Create Task Templates for Each Asset Stage

Go to Admin > Task Templates and click Create Template. For each asset stage, define:

• Template name (e.g., "Modeling - Character")
• Default due date (relative to asset creation, typically 3-5 days)
• Assigned users based on role
• Dependencies to link tasks together

Example template configuration:

{
  "name": "Modeling - Low Poly",
  "due_date_offset": 3,
  "assigned_to": "modeler_group",
  "dependencies": ["high_poly_approval"]
}

Step 3: Configure Pipeline Mappings

In Admin > Pipeline Configuration, map your task templates to specific asset types. This ensures that when an artist creates a task for a "Character" asset, they see only relevant templates like "Modeling - Character" rather than generic options.

Step 4: Instantiate Tasks from Assets

As a regular user, open an Asset detail page and click the Create Task button. Select the appropriate template from the list. The task should now appear with:

• Correct Task Type field value
• Pre-calculated due date
• Assigned team member
• Any configured dependencies

Verification: Confirm Tasks Are Properly Configured

Run these checks to validate your setup:

1. Visual inspection: Open 2-3 different assets and verify tasks display correctly with all custom fields populated.
2. API validation: Use the Shotgrid REST API endpoint /api/v1/entity/Task with a filter on an asset ID to programmatically verify custom field values match template settings.
3. Dependency check: Confirm that dependent tasks show proper links and cannot be marked complete until their dependencies are resolved.

Common Issues and Recovery Options

Task missing custom fields: Navigate to Admin > Schema > Task, verify the field is not hidden, and check that the template includes the field in its configuration.

Tasks not appearing in Create menu: Ensure the pipeline configuration correctly maps asset types to templates. Check user permissions for the specific project.

Template not applying due dates: Verify the due_date_offset value is numeric and that the template was saved successfully. Re-apply the template via the Actions menu on the Asset if needed.

Important Limitations and Best Practices

Schema changes after task creation: Modifying the Task schema after tasks exist may break existing task links. Always test changes in a sandbox project first, and back up your schema before making modifications.

API credential security: API-based task creation requires a valid script key with sufficient privileges. Never expose these credentials in client-side code, as this can lead to unauthorized modifications.

Final Checklist Before Going Live

• ✓ Test task creation with multiple asset types
• ✓ Verify all custom fields appear correctly
• ✓ Confirm due dates calculate properly
• ✓ Check that dependencies enforce workflow order
• ✓ Validate API access works as expected

This approach gives you a repeatable, auditable workflow for tracking asset creation while maintaining flexibility for project-specific needs.