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Ready for take-off: Yamdu's workflow for non-scripted productions

Sometimes it takes a while for a project to take off but suddenly everything has to be done and ready in no time. Here, we would like to introduce a possible workflow for fast-pace media productions and non-scripted content.

Step “Don’t wait”:

Start using Yamdu at the earliest stage if possible, maybe even during your development phase or negotiations with an agency or customer. It is not recommended to establish such a new workflow on your first day of shooting. Nevertheless, we try to show in the following description how to get your crew on board as fast as possible.

Step “Get started”:

Set up a project. You can always decide what features you would like to use and which ones you do not want to use – and change them later in the project settings. It is recommended to think of other reliable persons in your team, who can be project administrators besides you. By inviting users or editing users in the crew section you can assign the role “admin” just like any other position. So you do not have to manage Yamdu all by yourself, and access requests by other users can be handled faster. If you are a project coordinator and want to keep the cockpit to yourself, no problem. Just be aware of that fact.

Step “Mobile app”:

The more users you invite, the better it would be to tell them to install the mobile app, which can be downloaded for free and which allows push notifications. It will help to speed up things as Yamdu helps to increase communication. Please note, that it does not offer all the features of the web app, but due to its responsive design, you can also open Yamdu on any device in almost any browser.

Step “Too many emails”:

If crew members complain about too many emails sent by Yamdu, please tell them, that in the beginning Yamdu ensures, that all information is distributed. However, every user can edit his or her own notification settings in his/her user settings in the top right hand corner.

Step “Enhance communication within Yamdu”:

When your team starts to work with Yamdu, please have your production crew reward them. Maybe it is just a simple comment in Yamdu like “Thanks!” when location photos are uploaded or events are confirmed. It helps your team to feel more comfortable with a cloud-based system.

Step “Set up events via Yamdu”:

It is helpful, to use the powerful calendar tool of Yamdu as the one and only project calendar. As users can subscribe to their Yamdu calendar, all relevant events will automatically appear in their own calendars. However, it is a one-way-subscription to apps such as Google Calendar, iCal, Outlook, etc. Changes need to be undertaken in the Yamdu calendar. If that workflow is clear, there should be no confusion, especially when most events are set up by only you - being the pilot of the project.

Step “Shot list”

If you do not want to create shots first or you want to create shots directly in the call sheet feature, you can skip this step and move on directly to “call sheets”.

If your production contains shots, you simply go to breakdown. Here you can still edit the settings, in case you were undecided while creating the project, if you like to work with “scenes and shots” or “shots only”. For a non-scripted production shots should probably be enough.

Apart from different detail information, you can add image files to each shot and decide which one is supposed to be the thumbnail. When you have a look at the shots overview, you will see there are several view modes and also several designs for the PDF exports. So just by creating your shots for further use within Yamdu, you are automatically creating shot lists and storyboards, which can be shared with your crew within Yamdu for discussion and for your customer – also via PDF.

Just as in a scripted production, you can add “objects” to your shots, like characters and sets which can be linked with actors and locations and so on.

If you work with other departments, they can add their valuable information and always knowing it remains linked to the shots and the later scheduling and/or calls.

Step “Shooting scheduling”

If you want to do a schedule prior to a call sheet with spreading your shots throughout different shooting days by easy drag&drop, do so in the shooting scheduling area. Please note that by doing so, you need to activate a shooting schedule, so that the software knows what scenario to use for call sheets and day-out-of-days. If you would like to go directly to call sheets, you can do so as well, e.g. if it’s just a one day shoot.

Step “call sheets”:

When it comes to your first day of shooting, call sheets will become an issue. There are two general ways to take care of call sheets within Yamdu:

  1. Using all Yamdu features: First, created call sheets are in editing mode, but they already contain all basic information of the shooting day in case you have an active shooting schedule, such as the shots, actors and extras, and the address of the location if all of that has already been fixed and marked with the star icon. You can also add all relevant objects directly within a new call sheet in case there is no active shooting schedule respectively if you do not use the Yamdu scheduling tool.You can add the users, external contacts and further recipients for a mailing list that can be re-used for your next call sheet. The same applies to call times, with extra text fields for your instructions, and so on. Of course, you can also add the crew list with a single mouse click. And additional files can be added as attachment, e.g. navigation instructions, permits, etc. When a call sheet is marked as “final” it can be sent to all recipients by one click and an email with the call sheet attached as PDF is sent out by Yamdu containing your email-address as sender (!) and the call time is forwarded via app and it appears in the dashboard of each user.

or:

  1. If you do not wish to create your call sheets with Yamdu and rather upload your own files, then no problem. You can also go to the call sheet feature and simply use the call sheet feature for mailing and structuring purposes, in addition to attaching your own call sheet file, e.g. as a PDF. Sumply choose "File Upload".

So we hope that shows how simple it can be to prepare a non-scripted shoot and be ready for “take-off” in just a few minutes.

And by the way, there are even more options and partners:

Step “budgeting”:

For those clients, who like to share data files between Yamdu and a locally installed budgeting software, we recommend Showbiz Budgeting by Media Services. If your schedule is online – no matter how you have chosen to do so – it is quite simple to transfer some data from Yamdu into Showbiz Budgeting. Below your shooting schedulesyou can download the exchange file. Then import it in Showbiz.(https://yamdu.com/en/help/specific-features/how-to-export-a-yamdu-schedule-to-showbiz-budgeting/)

Step “video content management”:

Of course, you can upload video files to Yamdu. However, when it comes to high quality video content management with individual rendering options, water marking, commenting video clips by frame, and more, we recommend our add-on ARRI Webgate. It does not matter which camera you are using or where your post-production will be done. ARRI Webgate is a video file sharing solution developed by industry giant ARRI in order to provide a convenient way to upload dailies (proxy files) or any editorial or VFX-clip of your movie. You can easily handle the access rights for your Yamdu users, as soon as they have registered with ARRI Webgate (for free and only due to verification reasons). So ask your data wrangler to upload dailies via ARRI Webgate and make them accessible to all crew members who need it, e.g. for continuity purposes – anywhere anytime. Here is more information on ARRI Webgate. (https://yamdu.com/en/features/post-production-with-yamdu-and-arri-webgate/)

As you can see, Yamdu provides many ways to speed up your productions in the digital age. But it still remains as flexible as you would like it to be. If you want to do parts of your production the “old way”, no problem. Just give it a try and discuss with your crew what works best for you.