Contents
01
Purpose & Scope
02
Operating Standard
03
Ownership & Decision Flow
04
Project Lifecycle
05
Onboarding Process
06
Communication Protocol
07
Folder Architecture
08
File Naming Convention
09
Execution Standard
10
Review & Revision Protocol
11
Final Delivery Standard
12
Quality Gates
13
Tools & Access
14
Rules of Engagement
01
Purpose & Scope
This SOP defines how Vortex works with external collaborators on client projects. It governs onboarding, communication, file structure, review flow, and final handover.
7
Lifecycle Stages
6
Quality Gates
0
Negotiable Core Rules
Applies to all external collaborators contributing to client-facing work: editors, motion designers, 3D artists, compositors, graphic designers, illustrators, sound designers, and specialists. The goal is zero ambiguity. Any freelancer entering a Vortex project should know exactly what they own, who they report to, where files live, how versions work, and what done actually means.
02
Operating Standard
Every freelancer is expected to function like an extension of the internal team, not an isolated vendor. Strong craft is not enough. If the work creates operational drag, the work is not complete.
Core Principle:
Non-Negotiables
Confidentiality First:
No Direct Client Communication:
No Random File Management:
No Silence:
No Version Chaos:
No Deletions Without Approval:
Source Files Are Part of Delivery:
Brief Before Execution:
03
Ownership & Decision Flow
Every project must have clear ownership on the Vortex side.
Naveen Kumar
CEO
Client relationship, creative direction, asset handoff, final approvals, escalation decisions.
Devansh Kharya
Ops / Project Lead
Project coordination, workflow compliance, review management, file structure, delivery tracking.
Freelancer
External Collaborator
Assigned execution, file discipline, WIP delivery, feedback implementation, clean handover.
Single Point of Contact Rule: Creative and client-level approvals go to Naveen. Execution, files, feedback, timelines, and process go to Devansh. If there's any doubt, escalate to Devansh first.
04
Project Lifecycle
Every freelancer assignment follows the same operating sequence. No stage is skipped.
Figure 1 — Seven-Stage Project Lifecycle
Devansh
Assignment
Freelancer receives client name, project objective, role, deliverables, deadline, specs, references, and folder access.
Freelancer
Brief Absorption
Review project objective, deliverable type, format, references, brand direction, source assets, review schedule.
Freelancer + Devansh
Asset Intake
Confirm required materials are present: footage, logos, renders, brand assets, scripts, music, prior versions, platform specs.
Freelancer
Execution
Work inside project structure, maintain organized files, keep versioning clean, hit milestones, flag blockers early.
Devansh + Pranay
Internal Review
All work is reviewed internally first. Feedback flows back through assigned Vortex point of contact.
Freelancer
Revisions
Execute revisions against approved notes only. Flag if feedback expands scope before proceeding.
Freelancer + Devansh
Final Delivery & Handover
Submit final exports, source files, linked assets, organized folder structure, clean versioning, and documentation.
05
Onboarding Process
No freelancer should be dropped into a live project without baseline operating clarity.
Onboarding Packet
This SOP document
Role-specific brief with deliverables
Project folder access with naming convention rules
Delivery checklist and brand assets / style guide
Communication channel access if required
Mandatory Alignment
Before work starts, freelancer must confirm:
They have read the SOP
They understand the folder structure
They understand where WIPs go and file naming
They understand who to message for what
They understand deadline and review flow
First Project Rule:
06
Communication Protocol
Most project drag comes from broken communication, not lack of talent.
Communication Stack
WhatsApp / Slack
Fast coordination, blockers, updates
Formal approvals, scope notes, records
Frame.io / Drive Comments
Timestamped feedback on files
Calls
Only when faster than text. Must summarize in writing after.
Response Discipline
Freelancers are expected to:
Acknowledge new tasks within a reasonable working window
Confirm receipt of instructions
Update when blocked, at risk, or when major milestones complete
Flag risks early. Reporting after the deadline has passed is unacceptable.
Proactive Updates Trigger
Freelancers must proactively update when:
Working file setup is done
A WIP is uploaded
A blocker appears
A deadline is at risk
Final delivery is complete
07
Folder Architecture
This is the default folder structure for all Vortex client projects unless explicitly customized.
Figure 2 — Nine-Folder Project Architecture
08
File Naming Convention
Every file must follow a clean, predictable naming structure. This prevents version chaos and makes file retrieval instant.
Master Format
Client
Project
ContentType
Description
V01
Examples:
Nothing_RCB_KeyVisual_StadiumReveal_V01.psd AMD_ProductFilm_MainEdit_V03.prproj Qatar_F1_Shot05_CGIComposite_V02.aep Upliance_ProductFilm_Master_16x9_V05.mp4
Review Export Format
REVIEW
Date
Final Export Format
FINAL
Hard Rules
- Always use V01, V02, V03... numbering - Never use "final," "latest," "new," "updated," or "use-this" - Do not overwrite an approved version without incrementing - Do not create parallel naming systems inside the same project
09
Execution Standard
Maintain professional discipline during production, not just at final delivery.
WIP Standard
A WIP must be:
Readable, watchable, inspectable
Exported properly with correct specs
Correctly named following convention
Placed in the correct review folder
Accompanied by a clear update message
Bad WIP behavior: Screenshots instead of proper exports, broken links, unlabelled files, "see whichever is latest" messages, loose files sent on WhatsApp.
Milestone Logic
Work should move in visible milestones, not last-minute dumps:
Setup / asset check
First WIP
Feedback pass
Revised WIP
Final delivery
Craft Standard
Work submitted to Vortex should be intentional, clean, technically sound, on-brief, and review-ready.
10
Review & Revision Protocol
Prevents vague notes, endless loops, and hidden scope drift.
Review Flow
Figure 3 — Review & Revision Cycle
Feedback Format
Feedback should ideally include timestamp or location, what is wrong, what needs to change, and whether the note is mandatory or optional.
Revision Limits
Default expectation: 2 proper revision rounds within scope. Anything beyond signals either scope expansion, upstream brief problems, or client-side changes.
No Scope Drift Rule:
11
Final Delivery Standard
Work is not complete when the output looks good. Work is complete when delivered cleanly.
Final Delivery Must Include
Final exports (all formats specified in brief)
Layered / source files
Linked assets where relevant
Packaged files if applicable
Font notes or plugin / dependency notes if relevant
Short readme if file setup needs explanation
BTS captures and process screenshots where applicable
Delivery Checklist
Before delivery is marked complete, confirm:
Files are in correct folders (08_SOURCE_FILES_FINAL for sources)
Version naming is clean (V01, V02, etc.)
Exports match required specs (resolution, codec, format)
Source files open properly with no missing links
No placeholder assets remain
No accidental duplicate clutter remains
12
Quality Gates
A file cannot move forward unless it passes the relevant gate. All 6 gates are mandatory.
13
Tools & Access
14
Rules of Engagement
These rules override convenience.
The system comes first.
ONE PROJECT
One Source of Truth
NO GHOSTING
Delays happen. Silence is not acceptable.
NO UNTRACKED
If it exists, it lives in project structure.
CLEAN HANDOVER
Another operator must take over without confusion.
Final Principles
No informal approval assumptions. "I thought this was fine" is not approval.
Document decisions. If direction changes, it should be recorded in writing.
Vortex does not run on scattered talent. It runs on disciplined execution.
No sign-off, no work. No structure, no delivery. No clarity, no momentum.
Vortex Labs
External Collaborator SOP — v1.1 — March 2026
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Owner
Version
Date
Status
Active
March 2026
v1.1
Naveen Kumar
Standard Operating Procedure
External Collaborator Operating Standard
Governs onboarding, communication, file structure, review flow, and clean handover for all freelance and contract collaborators on Vortex client projects.