Asset states, Checkpoints and Task Status

Asset states

Recall that assets in Clustta are files you work with or links to external resources for your project. As you collaborate and iterate on your creative work, these assets will transition between different states based on your actions and team collaboration.

Understanding Asset states

Each asset displays a visual indicator showing its current state. Clicking on the state button will trigger the appropriate action to resolve or manage that state.

Untracked

These are files that Clustta hasn't registered yet. They exist in your project directory but aren't being managed by Clustta's version control system.

Action: Clicking will add the file to Clustta's tracking system and create an initial checkpoint.

When this occurs:

• Files created outside of Clustta but within the project folder
• Assets imported from external sources
• Files added by other software
• Resources copied directly into the project directory

Rebuild

This indicates that the asset either isn't downloaded or is missing from your computer.

Action: Clicking will download the file to your computer and make it available for use.

When this occurs:

• First time accessing a shared project
• Asset was manually deleted from your computer
• Working on a new device

Normal

The asset is on your computer and is up to date with the latest version.

Action: No action needed - you're ready to work!

When this occurs:

• After successfully downloading an asset
• When you're working with the latest version
• Immediately after creating a new checkpoint

Modified

You have made changes to the asset after your last checkpoint.

Action: Clicking will prompt you to add a checkpoint to save your progress. You can also choose to discard changes by reverting to the last checkpoint.

When this occurs:

• After editing and saving a file
• When you've made progress since your last checkpoint

Outdated

Your copy of the file is not the latest version. A collaborator has made changes that you haven't downloaded yet.

Action: Clicking will update the file and download the latest version from your team.

When this occurs:

• A teammate has shared updates to the asset

⚠️ Important: Before updating, ensure you've saved any local changes or they may be overwritten.

Quick Reference

State	Icon	Action Required	Click Result
Untracked		Registration needed	Adds file to Clustta tracking
Rebuild		Download needed	Downloads asset to computer
Normal		None	No action needed
Modified		Checkpoint recommended	Prompts to save checkpoint or revert
Outdated		Update available	Downloads latest version

Checkpoints

Checkpoints are a core concept when working with assets in Clustta. They provide a powerful, efficient way to manage your creative work without the traditional hassles of file versioning.

What Are Checkpoints?

Think of checkpoints as smart snapshots of your work that go far beyond simple file copies. They're designed to give you complete control over your project's evolution while maintaining efficiency and collaboration.

📍 Progress Tracking

Checkpoints let you mark significant milestones in your project. Whether you've completed a major section, tried a new approach, or reached a stable point, checkpoints give you the confidence to experiment knowing you can always return to a known good state.

🛡️ File Protection

If your file gets corrupted due to software crashes, power outages, or other technical issues, you won't lose your work. Clustta can instantly rollback to your last checkpoint, ensuring your creative efforts are always protected.

⚡ Efficient Storage

Unlike traditional versioning (v1, v2, v3, etc.), checkpoints are not duplicates of the entire file. Clustta efficiently breaks down files and stacks new changes over each other, storing only what actually changed between versions.

Traditional Approach:

Project_v1.psd (500MB)
Project_v2.psd (510MB) 
Project_v3.psd (530MB)
Total: ~1.54GB for 3 versions

Clustta Approach:

Project.psd + Changes_1 + Changes_2
Total: ~550MB 

🚀 Fast Collaboration

This efficient approach makes collaboration incredibly fast. When sharing files with teammates, you never have to download or upload entire files. Only the changes (deltas) are transferred, making even large creative files quick to sync across your team.

Creating checkpoints

1. Locate the Modified icon on the asset you want to creat a checkpoint for.

2. Clicking it will trigger a modal prompting you to add a descriptive comment for the new checkpoint. Go ahead and click on Create.

Best Practices

• Checkpoint Frequently: Create checkpoints at natural stopping points or before trying risky experiments
• Use Descriptive Names: Give your checkpoints meaningful names so you can easily identify them later
• Before Major Changes: Always checkpoint before attempting significant modifications
• Daily Checkpoints: Consider creating at least one checkpoint per work session

Quick Actions

Task Status

As you work, whether individually or with a team, you might want to track the progress of each asset. Task statuses provide a clear visual indicator of where each piece of your project stands in the creative workflow.

Clustta offers five distinct task statuses that cover the complete lifecycle of creative work:

Todo

Status: Not started
Description: The asset or task is identified and planned but work hasn't begun yet.

When to use:

• New assets added to the project scope
• Tasks in the project backlog
• Items scheduled for future work sessions

WIP (Work in Progress)

Status: Actively being worked on
Description: The asset is currently being created, edited, or modified.

When to use:

• When you start working on a task
• Files that are actively being edited
• Assets undergoing revisions or iterations

WFA (Waiting for Approval)

Status: Pending review or feedback
Description: The work is complete but requires approval, feedback, or sign-off before proceeding.

When to use:

• Completed work awaiting client review
• Assets pending team lead approval
• Items requiring stakeholder feedback
• Creative work ready for quality review

Ready

Status: Approved and ready for next phase
Description: The asset has been reviewed, approved, and is ready for the next stage of the workflow or final delivery.

When to use:

• Assets approved after review
• Files ready for final export or delivery
• Tasks cleared to move to production
• Work approved for implementation

Done

Status: Completed and delivered
Description: The asset is fully complete, delivered, and requires no further action.

When to use:

• Final deliverables sent to client
• Assets successfully integrated into final product
• Tasks that are completely finished
• Archive-ready work

Workflow Example

A typical creative asset might flow through statuses like this:

Todo → WIP → WFA → Ready → Done

Quick Status Reference

Status	Icon	Meaning	Next Action
Todo		Not started	Begin work
WIP		In progress	Continue/complete work
WFA		Awaiting approval	Review and approve
Ready		Approved	Proceed to delivery
Done		Complete	Archive/celebrate