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STEP 1: Register Your Files With Encord

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Create a Cloud Integration

Select your cloud provider.

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Create a Folder

You must create a folder in Index to store your files.

  1. Navigate to Files under the Index heading in the Encord platform.
  2. Click the + New folder button to create a new folder. A dialog to create a new folder appears.

  1. Give the folder a meaningful name and description.

  2. Click Create to create the folder. The folder is listed in Files.

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Create JSON or CSV for Registration

To import files from cloud storage into Encord, you must create a JSON or CSV file specifying the files you want to register.

Find helpful scripts for creating JSON and CSV files for the data registration process here.

All types of data (videos, images, image groups, image sequences, and DICOM) from a private cloud are added to a Dataset in the same way, by using a JSON or CSV file. The file includes links to all images, image groups, videos and DICOM files in your cloud storage.

For a list of supported file formats for each data type, go here
Encord supports file names up to 300 characters in length for any file or video for upload.

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Import or Register your data

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STEP 2: Set Up Your Project

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Create a Dataset

A Dataset is a subset of files that can be attached to one or more Projects for annotation.

  1. Click the New dataset button in the Datasets section in Annotate.
  1. Give your Dataset a meaningful title and description. A clear title and description keeps your data organized.
Toggle Looking to create a mirrored dataset? to create a Mirrored Dataset.
  1. Click Create dataset to create the Dataset.

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Attach files

You can add data to Datasets from the Files or the Datasets screens.
To ensure smoother uploads and faster completion times, and avoid hitting absolute file limits, we recommend adding smaller batches of data. Limit uploads to 100 videos or up to 1,000 images at a time. You can also create multiple Datasets, all of which can be linked to a single Project. Familiarize yourself with our limits and best practices for data import/registration before adding data to Encord.
  1. Navigate to the Datasets section under the Annotate heading.
  2. Click the Dataset you want to attach data to.
  3. Click +Attach existing files.
If the files you want have not been uploaded into Encord yet, click +Upload files to upload new files.

  1. Select the folders containing the files you want to attach to the Dataset. To select individual files, double-click a folder to see its contents, and select the files you want to add to the Dataset.

  2. Click Attach data to attach the selected files to the Dataset.

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Create an Ontology

An Ontology is a structured framework that defines the categories, labels, and relationships used to annotate data consistently and accurately. Ontologies define what you want labelled.

We recommend learning about Ontology structure in Encord before creating Ontologies.
  1. Click the New ontology button in the Ontologies section to create a new Ontology.

  1. Give your Ontology a meaningful title and description. A clear title and description keeps your Ontologies organized.

  2. Click Next to continue.

  1. Define your Ontology structure. See our documentation on Ontology structure for more information on the various types of objects, classifications, and attributes.

To add objects:

Ensure that you add Audio Region objects for audio files and Text Region objects for text files.
  1. Click Add object to create a new object.
  2. Give the object a name. For example “Apple”.
  3. Select a shape for the object. For example polygon.
  4. Optionally, enable the Required toggle to mark the object as Required.
  5. Optionally, add attributes to the object.
  6. Repeat these steps for as many objects as necessary.

To add attributes to an object:

You can add attributes to objects that define the object’s characteristics. For example the object “Apple” can have an attribute “Color”.

  1. Click the arrow icon next to an object to add attributes to the object.

  2. Give the attribute a name. For example “Color”.

  3. Click the attribute type to change the attribute type. The default attribute type is a text field.

  4. Click Add option to add an option, if you have chosen a radio button or checklist attribute.

  5. Enter a name for the attribute option. For example, the attribute “Color” can have the options “Red”, “Green”, and “Yellow”.

  6. Click the Back to parent button to return the Ontology creation view.

To add a classification:

  1. Click Add classification to create a new classification.
  2. Give the classification a name. For example, “Time of day”.
  3. Optionally, configure the classification. The default classification type is a text field.
  4. Optionally, enable the Required toggle to mark the object as Required.
  5. Repeat these steps for as many classifications as necessary.

Configure classifications:

You can configure classifications to change the classification type, and to add classification options to radio buttons and check lists.

  1. Click the arrow icon next to an object to configure the classification.
  1. Click the classification type to change the classification type. The default classification type is a text field.
  2. Click Add option to add an option if you have selected a radio button or check list classification.
  3. Enter a name for the classification option. For example, the classification “Time of day” can have the options “Night” and “Day”.
  4. Click the Back to parent button to return the Ontology creation view.

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Create a Task Agent

Task agents enable you to set up custom actions like pre-labeling, leveraging foundation models such as GPT-4, automated quality assurance, or other tailored actions to suit your workflow.

Use the Encord SDK to configure your Task Agent. The Task Agent executes the configured SDK script for all tasks that are routed through the Task Agent stage in your Workflow.

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Triggering the Task Agent

Webhooks are coming soon, allowing you to trigger Task Agents manually.

Task Agents aggregate all tasks that reach the Agent stage in the workflow. Your custom script must be triggered at this stage before the tasks proceed further in the workflow.

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Create a Workflow

Workflows allow you to design and manage the flow of tasks through various stages of a Project. You have control over how tasks progress and how different stages interact.

To set up a Workflow template, navigate to the Annotate section of the Encord platform, and click the + New workflow button

1. Add users to the Workflow:

Add users from your Organization to the Workflow by clicking Invite collaborators.

  • Collaborators are added based on their role within the project - select the role you would like the collaborator(s) to have.
  • Start typing the email of a user you would like to add into the area highlighted on the image below, and select the user from the list that appears. Repeat this for every user that will have the same role.
  • When you are done selecting users for this role, click Add.
Learn more about managing collaborators in the Managing collaborators section.

2. Configure your Workflow:

The canvas is populated with a simple Workflow by default.

Click the Add stage button to show all Workflow components.

Customize your Workflow by pulling components onto the canvas.

Add the stages and other components you require for your Workflow onto the canvas:

  • All workflows must begin with the Start stage.

  • All workflows must contain an Annotate stage.

  • Add routers to your Project to determine different pathways through your Workflow a task can take.

  • Add as many Review stages as necessary.

  • All workflows must end at a Complete stage.

  • Link all components on the canvas by clicking and dragging from one connection point to another.

All Workflows can be saved as a template by clicking the Save as a new template button.

3. Configure the stages of your Workflow:

After you arranged the stages in the composer, it is time to configure the details of each stage.

  • Click an Annotate card on the canvas to start editing the annotation stage.
    • Give the stage a descriptive name.
    • Add annotators. If you’d like to specify annotators for this stage, add them as collaborators. For full details on how collaborators can work on tasks at each stage, see our section on managing collaborators.
    • Optionally, add a Webhook to receive notifications when labels are submitted at this stage.
More details about configuring annotation stages can be found in the Annotate section below
  • Click a Review card on the canvas to start editing the review stage.
    • Give the stage a descriptive name.
    • Add reviewers. If you want to specify reviewers for this stage, add them as collaborators. For full details on how collaborators can work on tasks at each stage, see our section on managing collaborators.
More details about configuring review stages can be found in the Review section below.

  • Click a Router card on your canvas. See the router section for more details on how different types of routers can be configured.

  • Optionally, add a Webhook to the Complete stage to receive a notification when a task has been completed.

  • Optionally, add User assignment restrictions if users in this node should be prevented from being assigned to tasks they completed in the nodes listed.

More details on routers can be found in the router section below.

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Create a Project

Projects in Encord bring together Datasets, Ontologies, and Workflows. Datasets are labeled according to the Ontology, while the Workflow defines how tasks progress through the Project from start to finish.

  1. In the Encord platform, select Projects under Annotate.
  2. Click the + New annotation project button to create a new Project.
  1. Give the Project a meaningful title and description.

If you are part of an Organization, an optional Project tags drop-down is visible. Project tags are useful for categorizing and finding your Projects. Select as many tags as are relevant for your Project.

  1. Click the Attach ontology button.

  2. Select an Ontology from the list using the Select button, or create a new Ontology by clicking the New ontology button.

  1. Click OK to attach the Ontology to the Project.

  2. Click the Attach datasets button.

  3. Select a Dataset from the list using the Attach button, or create a new Dataset by clicking the New Dataset button.

  1. Click OK to attach the Dataset(s) to the Project.
  1. Click the Load from template button to use a Workflow template.

  1. Select the template you want to use and click Load template.

  2. Click Create project to finish creating the Project.

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Add users to the Project

After creating a Project you must invite users to act as annotators, reviewers, team managers, and admins. Collaborators can be added as individuals, or as part of user groups.

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STEP 3: Label your Data

Now you are ready to label your data. We recommend you and your team watch these introductory videos.

For more details, see our comprehensive tutorial on labeling here.

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STEP 4: Export your Labels

Only Project admins can export labels
Descriptions of all information contained in the export file can be found in the export file reference.
  1. Navigate to Labels and export on the Project Dashboard
  2. Select the Data tab.
  3. Select the data units you want to export labels for.
  4. Click the Export and save button. A pop-up appears.
  1. Give this label version a name.
  2. Select whether you want your labels to be exported in JSON or COCO format.
  3. Toggle this if you want to include signed URLs in your export.
  4. Select which label status(es) to include in the export.
  5. Select what objects to include in the export.
  6. Click Export and save to export your labels.

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