Yamdu App Guide

Your complete guide to using Yamdu

1. Introduction: What is Yamdu?

Yamdu is a production management software for visual projects. In this user guide, you will find an overview of everything you and your colleagues can do with our software.

Creating a Yamdu Account

Creating an account is very simple:

Creating a Yamdu Project

To create a project in Yamdu, click on create new project:

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You can then name the project and select which production type it is.

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On the next page you can select the project colour.

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If you have already created a Yamdu template, you can select one at this point. When creating your first Yamdu template, simply select ‘No project template’

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Next, you can select the functions you will require. If something is not necessary, you can deselect it. If you are unsure what you will require, then simply keep all options active.

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The next step is to select which employees should be added to the project.You can click on a user profile to exclude an employee.

2. Overview Area

While much of your time in Yamdu will be spent working within your projects, the overview area is where you can oversee all projects at once. Here you will find an overview calendar, your company database and your user settings.

Dashboard

Your Dashboard is the place where your information is displayed, gathered, and can be tracked. Providing a clear visualization that enables users to monitor the health of a project or company, analyze processes, and provide them with actionable insights.

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Each user will have his own dashboard according to the project he has been assigned in the general Access Rights of the company.

For Me

In the “For Me” section, you will find a detail of all events you are participating in along with all projects. Describing event name, date, time, participants and Project it belongs.

  • Pinned events and suggestions?

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Marked Projects

You can mark your projects of preference with the “star” Icon, in order to have quick access to them.

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Within “Mark Projects” you will find the “Create New Project” button. By clicking there,

you will start navigation on the “create new project” screen.


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My Tasks

Within “My Tasks” you will find tasks created for yourself, each one describing to which project they belong to.

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Within “My Created Tasks” you will find tasks created by you for other members of the team, each one describing to which project they belong to.

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While Tasks colored in yellow are still on date, colored ones in red marks which ones are overdue.

When you want to mark any of the tasks as done, you can proceed by clicking in the tasks Circle Icon, or by opening the vertical three dots menu on the left of each task where you can also Delete the element.

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3. My Calendar

General Introduction

The My Calendar part allows you to see all events and tasks that you and your team have planned for your projects. You can use it to plan new events or an overview of what’s to come.

In the top left menu you can change the view of your events with regards to time period.

In the top right menu you can find additional options for your calendar search, filter, subscribe, ICS and PDF exports.

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View Options

There are 4 types of viewing your events through time:

  • Monthly
  • Weekly
  • Daily
  • List: in this option you can view a certain month’s overview by scrolling down with each day being in a separate row

Creating an Event

To create an event, you can either click on the “Create event” button in the top left corner of the My Calendar view or click on whichever blank space in the calendar itself and the window for creating the event will pop up.

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In the Create Event options you can:

  • Define the start and end date of the event
  • Insert the title of the event
  • Add a description
  • Add a location
  • Link it to a project or a company
  • Add participants - it can be a user, a user group, or any external contact
  • Define which other users/contacts can see the event
  • Define calendar category - you can choose an already existing or create a new one
  • Change the color of the event

You can also suggest several dates to the participants for the event - the participants will be able to see, vote on and accept or reject the dates proposed

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Add Resources to the event - like Freelancers & Crew or Equipment

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Search

The Search button is located in the top right menu:

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You can use the Search button to find events by their Title or Category (such as “Meeting”).

Filter

The Filter option allows you to filter your events by projects, categories and users. Select and unselect the event categories you wish to see in your calendar. You can also filter the events in which a certain user(s) participate:

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Subscribe

The Subscribe option allows you to connect your calendar in Yamdu with an external calendar you are using such as:

  • Google Calendar
  • Apple Calendar
  • iPhone/iPad Calendar
  • Microsoft Outlook
  • Yahoo Calendar

If you don’t use any of those, Yamdu also supports subscribing to other calendar applications.

To subscribe to a calendar, select one of the options offered:

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After that, you will be forwarded to each calendar’s process of subscribing so you can complete it.

Once you subscribe to a calendar, any event or task that you create in Yamdu will also appear in the calendar you subscribed to.

Exports

ICS Export

If you want to export the data from your Yamdu calendar and import it to another calendar application, you can use the ICS export option.

This option will export all events from your Yamdu calendar regardless of the time period in an ICS file.

PDF Export

You can also export your calendar in a PDF document.

While exporting it, you can choose if you wish the exported file to be displayed with Description and Participants as well as select the time period you want to be exported.

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4. User Profile

Introduction

Your User Profile is where you can add, change or delete information relating to your account, as well as, some visual aspects in the system.

The User Profile settings are located inside the profile icon in the top right corner of your screen.

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Bright/Dark Interface

Under the User Profile icon, simply click on ‘Switch to bright or dark interface’ and Yamdu’s background will change to your preference.

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My Timesheets

My Timesheets is where you can track time of various departments, production steps, shooting days and more for projects or your whole company. Timesheets are only available in our STAR Plan.

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Once you are in the Timesheets section there is an easy way to get started by selecting ‘Create timesheet’.

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Clicking ‘Create timesheet’ will enter an area where you can enter the details about the timesheet you want to make. You can choose whether to create one for a current project or for the company as a whole.

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After you select a project or company ‘Category’ will appear. Then Yamdu provides suggested categories you can choose from or you can create your own by selecting ‘Create new’.

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Selecting a suggested category will then give you the option to choose from within your project. For example, if you were to select ‘Shooting days’ from the suggested categories, it will give you a list of the shooting days within your project for you to choose from.

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Once you are finished with categories, you can then add / change the description of the timesheet. Add the amount of hours spent on that shooting day for example and the date it took place. Put whether it has a start and end date and select ‘Create’ once you are satisfied with your selections.

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After you select ‘Create’ you will now see your new timesheet in the timesheet overview.

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Once your information is in there you can edit the information directly from the timesheet screen. You can also select the three dots next to your created timesheet to delete it.

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You can also sort, filter or export the information within this area as well. The three options can be seen to the right above the timesheet.

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User Settings

The user settings allow each Yamdu user to set and handle his own profile. When you are invited to a new project the entered information will be automatically imported with your user profile. Here you can also upload an image of yours:

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You can change the picture at the button “Change picture” and also select the area of the picture that you want to have displayed at “Crop thumbnail”. If you click there a new window pops up and to crop the thumbnail, you simply have to select the desired area of the image by drawing a rectangle with the cursor.

  1. Profile

Besides setting/changing your name and date of birth, you can enter addresses for First home, Second home and your Company:

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At Contact information you can add additional data like a second email address, phone numbers and information about emergency contacts of yours in a text field:

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If you are a student of a University that is part of Yamdu’s Academic program, you can also enter the Student ID of yours and the name of the University program you are entitled to, so that your teachers have that information at hand:

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You can list your skills in three different text fields: Certificates, Education & Training and CV:

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You can enter information about driving license and specify your food preferences by selecting from the following: No food preferences, Vegetarian, Vegan, Halal, Kosher. You’ll also find a field for allergies. All the information about food preferences is important information for the catering on set. Information about your eating habits are included in each project you’re part of. But that information is only visible for the catering department as well as for company and project admins.

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You can handle your privacy settings with two different checkboxes. At the first one you can choose to “Hide contact information (for example in the crew list) from other users”. And you select that “Company / project administrators are not allowed to edit my profile”:

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If you don’t deny company or project admins to edit your profile, you get an email notification each time an admin edits your profile. That way you know about the changes and which changes are made.

At Newsletter you can unsubscribe from the Yamdu newsletter and choose to not receive introduction emails from Yamdu:

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  1. Project specific settings

At the project specific settings you can specify for each project (and for the company you’re entitled with) your personal “home during production” address, a special project email address and the number of a set mobile phone. The data will be visible in the crew list of the regarding project at your user profile and can be included in the Crew list PDF export of that specific project.

  1. Password

If you want to change your password, you have to enter your old password first to make sure no one else undertakes that change. Then you can enter your new password and you have to confirm it once more to make sure there is no typo included. Once you have saved the changes you can use your new password.

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  1. Interface color

Please refer to Bright/Dark Interface.

  1. Language and formats

In the tab language and formats you can first set your country. By clicking in the field a drop down menu opens and you can select your country from the list below or start typing:

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Regarding of the selected country all the dates in all the projects will be displayed based on the selected country

This only applies to your own view of the project and won’t affect the project itself.

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At the moment Yamdu’s interface is available in the following languages: English, Deutsch (German), Français (French), Español (Spanish), Slovenski (Slovenian), Čeština (Czech), Português (Portuguese, Beta), 中国 (Chinese, Beta), Pусский (Russian, Beta), Türk (Turkish, Beta)

  1. Notifications > also: Notification bell

Yamdu notifies you in several cases. You can choose if you want general notifications for projects and / or notifications for changes on marked objects. For other functions such as announcements, finalized call sheets or task reminders you can also decide if you want to receive e-mail / push notifications or no notifications at all. Due to the importance of new announcements and final call sheets no user can disable email notifications for those two features.

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  1. Change account email address

If you click on the button “Change account email address” you can change the email address of your account. Please note that each email address can only be valid for one account at a time.

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  1. Remove company/organisation account from user address

To remove your company / organisation account from your user account you have to click on the button “Remove”. Please notice that all projects of your company will be deleted if you are the only company admin. It is also not possible to delete your company account, if there are active subscriptions for your company.

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  1. Delete user account

To delete your user account you have to click on the button “Delete”. Please notice that all projects of your company will be deleted if you are the only company admin. It is also not possible to delete your user account, if there are active subscriptions for your company. Your user account will become an external contact for the company. If you wish your account to be permanently deleted, please contact the production company.

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Privacy

Our Privacy Settings can be found here: https://yamdu.com/en/legal/privacy/

Terms of Use and Licensing Agreement

Our Terms of Use and Licensing Agreement can be found here: https://yamdu.com/en/legal/terms-of-use/

Logging Out

If you are working on a commercial project, your preproduction is likely to be measured in days rather than weeks, which makes everything even more stressful and intense. The truncated process requires additional diligence and perserverence, and a keen eye for detail.

5. Company Database

General Introduction

Finding the right places to shoot is not easy. You need to find the sweet spot between appropriateness, cost and availability. And those three things don't align easily.

Employees and Staff

Address Book

If you're shooting on a soundstage, you'll need to block book the dates you need in advance and hope that they overlap with when you are actually ready to shoot.

Company Files

If you are shooting outdoors, you may require permits from local authorities with very strict provisos about what you can and can't do. The paperwork required can take weeks to process, so you can't leave anything to chance.

Company Tasks

You have to figure out a way to ensure that every element comes together at exactly the right time in exactly the right place.

Projects

As you can see, getting all of the areas we've explored aligned at the same time in order to move forward to production is a monumental challenge. And the price for complacency is bad work and disappointment. The best preproduction process is acheived with a combination of organisation, communication and effective crew management.

Project Templates

Preproduction is not for the faint of heart as it requires intense determination, stamina and focus to pull off effectively. Decisions made during this stage will go a long way to deciding whether your project will be a success or a failure.

6. Planning

Company Calendar

Company Calendar:

The Company Calendar is the place where you have the ability to see all your simultaneous projects information at once. It draws updated in real time information from each of the individual project Calendars.

It also gives you the chance to create Company events, meaning events that are not part of a specific project, but related to events for company managers, or company employees.

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The company calendar provides information in various formats: Grid, Month, Week, Day and List.

You would also have the chance to pick Colors and type of events in the Calendar Categories Section.

Note that .pdf export is available.

Grid

The Grid mode shows you all the calendar information that is occurring at a certain time or period on several or a specific project, but also view which resources have been booked per project in the resource planning section.

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List

The List mode shows you in a clear visual way how events unfold per day.

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Calendar Categories

The Calendar Categories shows you types of events with a certain color assigned to it. Category names and colors can be customized as needed.

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Filter Options

In the Filter Calendar option, you will have the chance to see only the information that is relevant to you at the moment, and avoid seeing the rest. You can filter by Project, by Production Stage, or even by User.

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Create Event

By double clicking on a certain day and time, the Create Event window will pop up, and you will have several options for describing the event: Start and End Date, time, Title, Description, Location, and the chance to assign this event to a project or remain at company level.

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Timesheets

Timesheets:

Every user can create their own Time Sheets within “My Time Sheets” in the user menu. This Time-tracker-feature can be related to a project, company and task Category, it can include a Title, description, start and end date.

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Time sheets include a filter option for a rapid view of certain information, and .pdf export. This way total amount of work hours is easily tracked.

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Note that .pdf export is available.

Resource Planner

Resource Planning:

Your Resource planning organizes, identifies and lists the resources required to complete a project successfully.

Whether it's a piece of equipment, an editing room or a vehicle, you can organize it and create bookings for it in Yamdu. You can choose one of the existing categories: Bundles, Equipment, Freelance and Crew, Studios & Rooms, Vehicles & Transportation or create your own customized category.

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Each of the existing categories will include sub-items. For example Equipment, would include Camera, Grip, Lights and Set Accessories. Then you will be able to add to your own resource planning, the amount of elements that you would like to manage and book.

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To create a booking simply click on Create Booking, set a Start and End date, a Title, a add a status for it: Blocked, Draft or Repair/Maintenance.

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In the Bookings section you will have the chance to overview all booked resources for all your simultaneous projects at once.

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If necessary, you can filter resources by Project, Time, or Status.

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In case there is an overlap on any booking, Yamdu will automatically create a warning to let the user know clearly in which date/project that resource is already taken.

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Production Calendar

Production Calendar

Production Calendar contains a clear overview designed in Gantt chart of how projects spread in time.

Ideal to have a clear understanding of what is happening as a whole in a company´s given time.

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By clicking on each of the projects, the extended version with all stages and production steps will be displayed.

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Also, the production calendar can be filtered in with different options, such as Filter by Time or Filter by User. And can be .pdf exported if needed.

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7. Databases

ACTOR DATABASE

Introduction

In this part of Yamdu, you will find all actors created in the projects of your company. You can also import actors from an existing database, filter them, export and more.

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Create Actor

To create an actor, click on the “Create actor” button in the top left corner:

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A new window will appear in which you can add the details about your actor, including:

  • Name
  • Agency
  • Showreel link
  • Any images or files related to the actor
  • Contact information - you can also import their contact file with the option on the top part of the window
  • Appearances and skills - details about the actor such as height, ethnicity, languages or even details such as their will to cut hair or shave
  • Catering information - their food preferences (eg. vegan, vegetarian, halal etc.)
  • Sizes - the sizes for the clothes they will be wearing
  • Note - any additional notes about the actor

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When you are done adding the details, simply click “Create” in the bottom right corner and the actor will be in your database.

Import CSV

You can use the CSV import to automatically add actors and actor information from your existing database. You need to have the list in the .csv format and click on “Import CSV”:

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A window will appear, asking you to select the file from your device:

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Click “Select file from your device”, select the file and a new window will appear in which you can edit further details about your import:

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Here you can link your data with the actor attributes in Yamdu (like “street” or “country”). Click “Save” when you are done and the data will be imported into Yamdu.

Search/List view/Filter/Export

You can find these 4 options in the top right corner of the Actor Database:

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Search - allows you to search for actors by their first or last name

List view - enables you to view the actors in a list instead of thumbnails

Filter - you can filter your actors by their skills or appearances like hair length, gender or age

Export - export the data about your actors in a CSV or Excel file

Editing actors

You can also edit specific actors by clicking on their icon in the Actor database.

A new window will appear in which you can edit or delete details about the actor or even export their information in a PDF. You will also be able to define the access rights for the Actor database for other members of your company directly from here.

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Location Database

  1. General Introduction

Here you will be able to find all locations created in the projects of your company. You can also create new locations, delete or filter them and more.

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  1. Create filming location

To create a filming location, click on “Create filming location” in the top left corner.

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A new window will pop-up in which you can add the details about the location, including:

  • Name and address
  • Images or other files
  • Contact information of the location
  • Contacts - contact person for this location
  • Tags - additional details about the location like “castle”, “body of water” or anything else that will help you sort and find the location easier
  • Note - any additional notes about the location

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When you’re done adding details, click “Create” and the location will be saved in your database.

  1. Import CSV

Through the CSV import you can import your existing location database as a .csv file into Yamdu.

Click on “Import CSV” in the top left corner:

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After that, select a file from your device and a new window will appear:

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Match your data fields with the location attributes in Yamdu and, when done, click on Save. The location will now be imported in your Yamdu Location database.

4. Search/List view/Filter/Export

You can find these 4 options in the top right corner of the Location database:

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Search - allows you to search for locations by their name

List view - enables you to view the locations in a list instead of thumbnails

Filter - you can filter your locations by tags or search for them within a radius (eg. locations in a 20 mile radius from New York)

Export - export the data about your locations in a CSV or Excel file

5. Editing locations

You can also edit specific locations by clicking on their icon in the Locations database.

A new window will appear in which you can edit or delete details about the location or even export its information in a PDF. You will also be able to define the access rights for the Location database for other members of your company directly from here.

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Costume Database

  1. General Introduction

In this part you can find a list of all costumes created in the projects of your company.

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  1. Create costume

To create a costume, click on “Create costume” button in the top left corner:

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A new window will appear which will allow you to add the details about the costume, including:

  • Name
  • Costume inventory - you can link this costume to an already existing costume inventory or create a new one
  • Select if the costume has to be created or rented
    • Created - you can add Estimated creation time and final deadline for creation
    • Rented - add pickup and return dates
  • Images and files related to the costume
  • Note - any additional notes about the costume

When you are done adding details, click “Save” and the costume will appear in your database.

  1. Import CSV

Through the CSV import you can import your existing costume database as a .csv file into Yamdu.

Click on “Import CSV” in the top left corner:

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After that, select a file from your device and a new window will appear:

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Match your data fields with the costume attributes in Yamdu and, when done, click on Save. The costume will now be imported in your Yamdu Costume database.

  1. Search/List view/Export

You can find these 3 options in the top right corner of the Costume database:

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Search - allows you to search for costumes by their name

List view - enables you to view the costumes in a list instead of thumbnails

Export - export the data about your costumes in a CSV or Excel file

  1. Editing a costume

You can also edit specific costumes by clicking on their icon in the Costumes database.

A new window will appear in which you can edit or delete details about the costume. You will also be able to define the access rights for the Costume database for other members of your company directly from here.

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Prop Database

  1. General Introduction

In this part you can find a list of all production design items created in the projects of your company.

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  1. Create item

To create an item, click on “Create item” in the top left corner.

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A new window will pop-up in which you can add the details about the item, including:

  • Name
  • Inventory - link it to an existing item inventory or create a new one
  • Define if the item has to be rented or installed
  • Add any images or files related to the item
  • Note - add any additional info regarding the item

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When you’re done adding details, click “Create” and the item will be saved in your database.

  1. Import CSV

Through the CSV import you can import your existing prop database as a .csv file into Yamdu.

Click on “Import CSV” in the top left corner:

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After that, select a file from your device and a new window will appear:

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Match your data fields with the prop attributes in Yamdu and, when done, click on Save. The prop will now be imported in your Yamdu Prop database.

  1. Search/List view/Export

You can find these 3 options in the top right corner of the Prop database:

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Search - allows you to search for props by their name

List view - enables you to view the props in a list instead of thumbnails

Export - export the data about your props in a CSV or Excel file

  1. Editing an item

You can also edit specific items by clicking on their icon in the Prop database.


A new window will appear in which you can edit or delete details about the item. You will also be able to define the access rights for the Prop database for other members of your company directly from here.

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8. Administrative

Subscription

Subscriptions

  1. General Introduction

Under the Company drop down, you can find the Subscriptions section. In this section, you can change or upgrade your subscription to Yamdu. You can also choose an ARRI Webgate add on.


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The subscriptions page will look similar to the example below:

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You can see all the relevant information to your current plan like Active Projects, number of Users, Storage usage and some other stats off the the right side.

  1. Upgrading Subscription

When you click Upgrade subscription, you will then be moved to our plans page where you can choose your new plan. You can see what comes with each plan and you also have the option to change from a Monthly subscription to a Yearly Subscription which can save you up to 4 months of pay.

If you need more projects, more users or more storage than what our Star plan offers then you can request a quote under our Signature plan.

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To select a plan, simply click the ‘Select’ button under the plan you would like to choose. If you need a Signature plan, click the ‘Request’ button.

  1. ARRI Webgate

Under the Upgrade Subscription is also the option to add on ARRI Webgate. If you like ARRI Webgate you can order a package by clicking ‘Order an ARRI Webgate package’.

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This will then take you to the options for Webgate packages. Then all you have to do is follow the process from there to purchase their monthly or yearly subscription.

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9. PROJECTS

10. GENERAL

Most work in Yamdu is done within a project. Here's everything you need to know about the tools and functions you have at your disposal.

Project Dashboard
  1. General Introduction

In this part of Yamdu you can see what is going on in the project you are in, things to do, any announcements, tasks and things marked by you for easier access.

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  1. For me (pinned announcements)

In the ‘For me’ section, you can see any announcements pinned for the team.

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You can click the announcement to see the whole message, who it’s editable and readable by, comments made under it and any other relevant information.

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This is where the whole team can be quickly gathered into a virtual team huddle.





  1. What’s to do?

In this section, you can see what things need to be done, such as locations, actors and costumes that need to be assigned because shooting is scheduled soon.

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You can click each one of these to quickly jump to that certain section of the system.


  1. My tasks

Here you can see tasks for the project that are assigned to you and you can create tasks as well.

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  1. Marked by me

In this part of the Dashboard you can see different things you have marked for yourself.


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These can be anything that can be marked in the system, such as Objects, Events, and Actors. The main purpose is to keep track of the marked items and jump to them quickly.












  1. What’s going on

a.) In the ‘What’s going on’ section is a live feed of what's going on in the project. You can see who has created, edited, or updated something and jump to them quickly as well.

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b.) Activate/Deactivate- You can deactivate the ‘What’s going on’ section directly in the section as shown in the picture above. You can also activate or deactivate this in the project settings.

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c.) Show more - When you click show more in this section it will take you to a bigger list view of this section.

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d.) Filter options - To make things easier to find, you can filter within the show more options in the top right corner. You can search for a specific day, time and much more.

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CREW

  1. General introduction

The Crew feature is a powerful tool to assemble your whole crew in your project. You can invite users to collaborate with you on your project based on a highly elaborated access rights management system, or create external contacts and send out information like call sheets to them without leaving the system. It’s a tool designed for better crew communication, creating a constant flow of information, so that everyone of your team is and stays well informed and is up to date.

  1. Crew list

As the name indicates you’ll find in that tab a list of your crew, organized by its different departments. Of course you can rearrange it in the way you want to have it displayed. But let’s start first with assembling your crew members. To be able to set up the crew, you need to have edit rights for the crew feature. You’ll find more on that in the chapter “Access Rights”.

Users
  1. Invite a user

To plenish your crew list with your team members, you simply have to hit the button “Invite user” …

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… and start filling out the basics of the form for inviting them to your project. An invited user will then have access to your project.

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By clicking the button a new window pops up and you’re required to fill in a valid email address, first and last name. You can also import contact data for a new user from a contact file:

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You are also required to choose a position for that user from the list in the opening drop down menu.

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You can choose from the positions list by scrolling down (the positions are grouped by their respective departments) or by starting to type a position. A user can be assigned to multiple positions. If you cannot find a suitable position, select a similar position and then enter the name of the desired position in the “Display position with the following name” field. You can do so for each position that you assign the user to. Just be aware: if you have renamed the position and you change the language in your Yamdu profile or export the crew list in a different language (> see chapter for export), the renamed positions will stay like you have entered them. Original position names will be instead translated.

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Each position comes with a default setting of access rights. This is only a suggestion, which is based on common industry standards. Each icon represents the regarding section/feature in your project as you can see it in the overall side menu. A mouseover indicates the name of that section.

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You can simply adjust the access rights by clicking on an icon. If the icon is colored black and has a little pencil beneath, it means that the user will have edit rights. If you click again on the icon it is very grayed-out and has a little lock symbol beneath, indicating that this user won’t see this entire section at all when he accesses that project. Clicking another time shows the icon less grayed-out and with a little eye symbol. This means that the user can see and access that area, but can’t change or edit anything. He has only read access. You can adjust the access right just when inventing a new user, but you can do so also anytime later in the dedicated “Access rights” tab or directly in the users profile page.

Just be aware that writing permission for the crew function gives the user the right to edit his own access rights and the access rights of other users.

You’ll find more information about Yamdu’s highly elaborated access rights management in the chapter of the crew’s department tab “Access rights”.

There are also more things to add if you wish (but it’s not necessary):

If you click on Personal message you’ll find a default message, which you can change: just delete it and start typing your own invitational message.

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At Advanced settings you can already assign the new user to units. By clicking in the field a drop down menu opens, showing you all the units of your project (> more on that in the regarding chapter). A user can be part of several units.

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You can also directly hide a new crew member in the crew list or/and limit his access to the project by time:

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After the deadline he will automatically no longer have access to the project. All those three additional settings can also be set and adjusted anytime later after the invitation.

When you hit the “invite” button, an invitation message is sent out to the email address you have entered for the new contact and he is led through the registration process. He will then enter his contact details, food preferences etc.

Here you can see how the registration process does look like for the invited user:

He will receive an email informing him about our invitation and with a button “Register” he has to click on:8emrhAW9uAjbDe_V6Lm8MvBCFznlXi1Xl_xU8hvR-9ll1EHggC0kpcuGf6ZO8MkPpZCDGhrGBTiN8Jqb736c-uUEjoB0F7ojIiEwOoLyu4XwZtiPgKy4IAvGMwIhKubonLDZpHz_59vM5eQOoXs


When the user clicks on it, he lands on a page, that shows him the detail we have entered in the invitation process already prefilled for him:

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He can proceed to the next page and choose a password …

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… upload a profile picture afterwards, if he likes:

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On the next page it is possible to add further contact information …

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… and after that he may add his eating habits etc.YsRZES0JOXcQqoHnIFXN0w2FgZp66mJ_iW3pSJW89hVSsobVC4A9cvsgFDSs13SY8I4DmLeYsLG9GoPuyYtaBtftMJREetDyXjENrCVfcdsddzyRXexlFUvNOoRWO8IHzdmoi8L5z--NS4UbiHA

In the last page he sees a summary of his entered contact details and has to checkmark the terms of use and license agreement.

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After that he can hit the register button and is an active user in our project, to which he has immediately access to.

When you invite a user who already has a Yamdu profile, he is added instantly and you’ll find him directly in your crew list with his contact details.

If someone is invited but hasn’t registered yet, you will find this exact information displayed directly after his position: “Invited and not registered yet”.

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  1. User context menu


By clicking on the three little dots at the right end of a user, the context menu opens and give you several option. You can directly start calling that user (if there is a phone number attached), send him an e-mail, add him to your address book (it starts downloading his profile data as an .vcf-file, which you can import to your address book) or remove him from the project. wWllRNsoLzrRtswMGUe5EAkwPZRw03HZdatB36OMzFzwPgaNObSVsYQQhKD99HqCUw3pvalR0x-808TW8BxnGAVQmQrRiNLxTjrPLEzRNYVbStrCBBrGfVI-ZbvU7FPratUmPZab3A_DAzE7yE0

If you click there, you will have to confirm this step, before the user is removed from the project.

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His contact will stay in the company’s address book, therefore you could add him again.

External Contacts
  1. Add external contact

If you want to add crew members who don’t need or you don’t want them to have access to your project simply add them as external contacts by clicking on the button “Add external contact”.

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This opens a new pop up window and you are required to enter the contact’s name. You can also import contact data for a external contact from a contact file:

You are also required to choose a position for that user from the list in the opening drop down menu. You can choose from the positions list by scrolling down (the positions are grouped by their respective departments) or by starting to type a position. An external contact can be assigned to multiple positions. If you cannot find a suitable position, select a similar position and then enter the name of the desired position in the “Display position with the following name” field. You can do so for each position that you assign the external contact to. Just be aware: if you have renamed the position and you change the language in your Yamdu profile or export the crew list in a different language (> see chapter for export), the renamed positions will stay like you have entered them. Original position names will be instead translated.

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You don’t have to fill in more data, but if you also enter the contact’s email address, you can send him information (announcements, call sheets, files like the script etc.) directly from within Yamdu and you don’t have to leave the application. You can also invite the external contact to a calendar event: he will receive an email notification with the events data and an attached ics-file, so that he can import the calendar event to his own calendar application.

It’s also possible to enter a secondary email address and several phone numbers (home, mobile, office).

Besides this general information you can add a whole bunch of additional information such as:

Additional contact information like a Fax number, Emergency contact (text field), Address (home), Home during production, and a Company address.

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Contacts:

You can create multiple contacts for an external contact, such as a representative, agent etc. Just enter a name and type a position for that contact. It’s possible to also add an email address and several phone numbers.IzYlGkqApN2pLr7Yfdm9SRQg6VniTpKu61fmuQ7CBVfHMwpyiQK4zt9Wtw0ipQPnVLn7QbSeV81hnwW87sBxb4Xgj5pTKSNFPSS0qZCHDQxGcDZ9YR9cgPDzJfBLlkHUlKWCIsFHonXkSiy7EA

You can edit or delete a once created contact in the inviting process (or also later of course) and/or add another contact.

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The contact for an external contact won’t show up in your crew list but his data will be added to the company’s address book.

Skills:

Certificates (text field), Information about his Education & Training (text field), his curriculum vitae (CV) and specify his driving license by clicking the checkmark. This opens a new field with the default setting at “no”. If you switch it to “yes”, a new text field opens where you can specify in more detail which driving license classes the contact is approved for.

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Catering information:

You can also specify the food preferences of the contact. There are checkboxes for “No food preferences” (which is the default setting when you checkmark to specify the food preferences), “Vegetarian”, “Vegan”, “Halal” and “Kosher”. You also find a text field for adding notes on allergies. These food preferences become very versatile when planning the catering on set. (See also export options of the crew list for catering.)

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Images and Files:

You can add images like a profile picture or/and files by drag-and-dropping them directly into the folder, or adding them by clicking on “Add file”

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Note:

At “Note” you can add some notes in a text field that you might have on that contact.

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All those different information can also be added later in the contact profile.

  1. External contact context menu

The context menu (the three little dots at the end) for external contacts offers you different options.

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You can change the status of an external contact to be an active user in your project by clicking on “Invite”. This opens the normal “invite user” pop-up window where you can fill in missing required data like an email address and change his position or his access rights.

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You can also send an external contact a message, when you have entered an email address in his contact data or add his contact detail to your address book (it starts downloading his profile data as an .vcf-file, which you can import to your address book) and you can delete the external contact. If you click there, you will have to confirm this step, before the external contact is deleted from the project.

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His data record will stay in the company’s address book, therefore you could add him again.

Invite from Database
  1. Invite user from company database

Each new user is automatically added to the company’s address book. So if you want to work with somebody you or your company colleagues have previously worked with in another project of the company, you can simply hit the button “Invite user from company database”:

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A new window opens and you’ll see an overview of all users and employees in your address book (the position and project name is displayed at each). You can select or search for the one you want to add:

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If you click on his entry, you can then adjust his position in this project etc.

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When you have invited him he gets an automatic sent email with the notification that you have added him to your new project. All his contact and further data is automatically stored in his profile.

  1. Import external contact

Same goes for external contacts. Each added external contact will be automatically added to the company’s address book. If you click on “Import external contact” …

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… a new window opens showing you all your external contacts from your company’s address book and you can choose which one you want to add to your project. The ones that are already part of your project are grayed-out.

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You can search, select and click on multiple ones: the data of their profile is imported to your project and they are being added to the regarding department/group based on their position and they turn to the grayed-out look in the overview.

Managing Departments
  1. Departments (edit function / hide etc.)

If you want to change the order of your crew list, simply click on the “Edit departments” button in the upper right corner:

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This opens a new window in which you can rearrange the order of departments by drag and drop them in the right place. Just click one strip at the front (six little dots) and drag it:

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You can see the effect of your reorder in the darker background:

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You can also hide entire departments or groups by clicking on the little eye symbol. Hidden groups are now longer visible in the crew list, but you can check them out in the group tab and of course still use such a group for direct communication.

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You can also directly create user groups in the window.


  1. Edit departments

If you want to edit a department itself, click on the “Edit” button besides the name of the department:

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You can now start reordering the users and external contacts in that group by drag and drop them to the place you want them to be.

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It’s also possible to add more users to that group. By clicking on “Add user” you will see all users displayed, which you have added to your project and can search for them and select which one you want to have in that group as well. If they are already part of that group they are grayed-out:

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Same goes for external contact. Just click on “Add external contact” and you will see the list of your external contacts from that project displayed.

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You can also remove users or external contacts from the group by clicking on the little trash can symbol on the end:

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If you click, you have to confirm the removal. Removed members are not deleted from your project, they are just no longer listed in that group.

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And it’s also possible to hide members in the crew list, when you click on the little eye symbol:

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Once they are hidden, those members are grayed-out when you are in the edit mode.

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If you close the edit mode you no longer will see those members in your crew list and they are also sorted automatically at the end of that group (as you can see, when you reenter the edit mode).

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You can also change the default name of a group by clicking on the name and start typing:

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But be aware in case of renaming a department/group that the renamed groups will stay like you have entered them and the automatic translation of those groups is no longer possible when exporting the list to another language or a user has different language settings in his profile. Original position names will be instead translated (> see also export of crew list).

Other Functions
  1. Search

You can also search your crew list by name of users or external contacts in the search field in the upper right corner. Just click on “Search” and start typing:

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Down below you will see the results of your search.


  1. Export

And of course there are various options to export your crew list. You have to click on “Export” button at the upper right corner and a drop down menu shows you all the different options:

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Besides download options as CSV or Excel file you can also add the list to your address book (clicking starts a download of a .vcf file).

When you choose to export the crew list as a PDF file and click on “crew list”, it opens a new pop-up window in which you’ll find some export settings.

By default, the first column of the export contains the name and position. You can choose that it contains only the position in the first column (when choosing this option images of crew members are not included).

You can select if images of crew members and external contacts should be displayed in the export of your crew list.

You can also export just a part of your crew list by filtering by departments and also select which contact information shall be displayed.

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And you can also directly select another language for your export

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FILES & DOCUMENTS

Overview

The Files and Documents area is where you can add, share and find all files and documents related to your project.

This area is divided into different rooms.

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Yamdu provides a generic room structure to start with. You can create or delete rooms according to how you would like to organize your information.

On the top right, you have search and sort options for all of your rooms.

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Search: You can search for files with the Search button: this will show you any related rooms and objects.

Sort: Sort the rooms

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By default order.

By name.

By unseen changes: The most up to date changes you have yet to see are listed first.

By mark: Rooms with objects you have marked appear first.

Tile View/List View:Choose how you want your room to be displayed.

To delete an existing room or change its icon, click the circle on the top right of the room.

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Creating Rooms

To create a new room, click on Create Room.

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Add a name, write a description of what information will be added to the room and select an icon for the room.

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Creating Objects

When you have created a Room you can add objects by clicking Create Object

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Add a name for this object and add the files and documents related to it.

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Within these rooms you will find objects which contain files, documents, photographs, videos and other material.

Access Rights

Access to each room and object is defined by access rights within Yamdu. If you are an admin, you can see who can access each room and object.

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You can see which people have read and edit access and change this as necessary:

You can remove permissions from all users, grant read access to all users or edit access to all users.

You can also manually edit a user's access rights by clicking on the icon next to their name.

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Managing Objects

When you open an object in Yamdu, you can do several things according to your access rights.

You can add additional files or add external files. External files are files that are hosted in another location which you can jump to from Yamdu.

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You can do several things with the files in an object:

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You can search the files in the object using the Search field.

You can select multiple files to share or delete with the Select Multiple button.

You can reorder the files by name, file type, last update and by mark.

You can toggle between list and tile view.

You can download all of the files in this object as a ZIP file.

In the object, you can also add links to websites and resources outside Yamdu and navigate outside the system.

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You can create tasks related to an object in My Created Tasks. This is a helpful way of linking a specific task to a certain area in Files and Documents.

You can also comment directly on the object. If you wish to tag someone, you simply need to yout the @ symbol and start typing their name to do so.

When you click on an object, you can see additional information.

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Under the file name, you can toggle between different versions of the script. When you upload a file with the same name to the same object, you will be able to save it as a new version of the file, and both files can be accessed.

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On the right side, you have additional options.

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You can download your files to local storage.

Viewing and Sharing Files

Sharing Files

You can share your files via email.

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When you share a file, you can select the recipient, add a message and choose whether you want a copy of the file to be shared with you.

When you share a video file, you have additional options.

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In addition to selecting the recipient, writing a message and sending a copy to yourself, you can:

Set an expiration date after which the video will no longer be available.

Edit the layout of the email you send.

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You can also add advanced settings.

You can choose if a file can be downloaded.

Whether it should expire after a single use

And add password protection so that the video can only be viewed if the recipient has the correct password.

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You can download non-video files with a custom watermark.

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5.2 Viewing File Information

You can see who has viewed a particular file using Item Seen By. No Image Yet due to bug.

The Details View allows you to see information about the file type and size, who updated the file, the original upload date and the last update on the file. You can also see all versions of the file here if there are multiple versions.

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You can also filter comments on a file by time/user/reaction and version.

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Viewing visual files in Yamdu provides another option. You can timestamp videos when you comment on them. Just tick the time option when writing the comment.

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Your time-stamped comment will be viewable to anyone looking at the video and when they click on your comment, the video will automatically jump to that times-tamped moment.

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ANNOUNCEMENTS

The Announcements section in a project is for the key members of the team to alert the whole crew about something. Think of it as the Principal of a school announcing the day's events over the intercom to all the students.

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Creating an Announcement

To create an announcement, simply click ‘create a new announcement’. When creating a new announcement, Yamdu gives you options. You can create a Title for the announcement and add a message. You can also select the recipients of the announcement, certain groups/departments, everyone or just certain individuals.

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There is also Advanced Settings. You can pin the announcement to your project dashboard and mark if it has an expiration date. You can also add additional files, such as pictures and or another file from your device.

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Once your announcement is created, it should look similar to the image below.

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You can see all the relative information inside of it such as, the message, who has access to it, the recipients, as well as, when it was created. You also have the ability to mark it for your dashboard if it wasn't pinned. Last but not least, the team can communicate at the bottom in the comment section.

Yamdu users also have the option to search for an announcement or sort the announcements.

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Sending Report

You will also be able to see a sending report. Just click inside the announcement after you create it.

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From there, click on more and you will be able to see who has seen the announcement.

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TASKS

1. General Overview

The Tasks area is where you have an overview of the different tasks in your project. You can see both completed and pending tasks assigned to you or other users in Yamdu.

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For the tasks assigned, you can see:

  • task name & description
  • deadline
  • assigned person
  • status

On the top right, you can find additional filtering options for your tasks:

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Search: You can search for tasks with the Search button: this will show you any related tasks

Sort: Sort the tasks.

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By deadline

By title

By last update

By unseen changes: The most up to date changes you have yet to see are listed first.

By mark: Tasks that you have marked appear first.

Filter - see only the tasks that have been assigned to a certain user.

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Show subtasks - Show any subtasks in the tasks you are viewing.

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To complete, duplicate or delete a task, click the button on the right side of the task:


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2. Creating Tasks

To create a task, click on the Create task button on the left side:

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When creating a task, you have the following options:

  • Task title
  • Description of the task
  • Assigned groups or crew members
  • Assign the task to me
  • Deadline
  • Images and Files
  • Section

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Assigned groups or crew members - you can assign the task to a department or unit (eg. Art Department or 2nd Unit) or to an individual user(s)

Deadline - define the deadline for your task by clicking on the Task has a deadline button and selecting the date

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Images and Files - upload any images or files relevant for this task by clicking on Add File or dropping the files into the folder

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Sections - link a task to a specific section in Yamdu (eg. Storyboard or Shots) by selecting Task is linked to a section and choosing a section

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3. Task Viewing Options

There are 4 types of viewing options for Tasks:

  • My tasks - view only the tasks assigned to you
  • My created tasks - view only the tasks you created
  • Completed tasks - view only the tasks that have been completed
  • All tasks - view all pending and completed tasks for the project

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You will notice 3 different colors on the left side of your tasks:

  • Red color - the task is overdue
  • Yellow color - the task is pending
  • Green color - the task has been completed

To mark a completed task as Uncompleted, click the button on the right side of the task and select Uncompleted:

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PROJECT CALENDAR

Your project calendar in Yamdu provides you with a customized view of important information within Yamdu.

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It will display:

  • Events you are invited to.
  • Production steps from active production scenarios.
  • Deadlines for tasks you are involved in.
  • Shooting Days from active shooting schedules.
  • And off periods for elements you need to oversee i.e. actors, locations, props and so on.

You can toggle between several views within the calendar:

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You can also:

  • Search the calendar
  • Filter information
  • Subscribe to the calendar to share the information to an external calendar
  • Create a number of ICS and PDF exports

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To create an event, click Create Event:

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You can enter:

  • The start and end times for the event
  • The event title
  • A description of the event
  • The location the event will take place in
  • The recipients of the event
  • Who should be able to see the event on their calendar
  • And the category of the event

The recipients and ‘also visible for’ drop-down menus include all existing users and external contacts for your convenience:

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Calendar categories are a way for the company to create custom color-coded categories for events:

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PROJECT SETTINGS

In Project Settings, you can manage the way your project is set up.

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1. Settings

In settings, you can edit the name, color and currency of your project as well as create holiday calendars.

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You can activate and deactivate the functions you require (this is done as part of the project creation process but can be edited here).

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You can also add contact people, production information and production office information.

2. Episodic Features

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In Episodic Features, you can choose whether to work with episodes or not.

3. Export

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In Export, you can create and edit the PDF headers for your projects.

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You can choose the date format you prefer for exports and whether to include PDF footers.

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You have full control over the watermarking of sensitive information for PDF exports.

4. Storage

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Here you can see the user and storage limits of your project.

5. Support

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In Support, you can contact us directly via email.

And also provide us with support access to your project in the very rare event that we would need to check something directly in your account. Support access is undertaken with total confidentiality in relation to your project information and automatically ends 24 hours after you have authorized it.

11. BREAKDOWNS

Creating or Importing Your Script

When you import a new script or a new draft of a script, Yamdu will make it easy to ensure that the information is correctly imported.

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You will first be able to see the entire script.

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Then you will see the scenes and if an earlier draft exists, you can decide how to create, merge or split the information in the scene as you prefer.

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You can also compare two versions of the script side by side to see changes using the document item on the right.

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Next, you can make sure your sets are added correctly by creating new sets automatically or merging with existing sets.

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Your characters can now also be created directly from the script or merged with existing information within Yamdu.

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Finally, you can see a summary of all information and also add prefixes for episodic projects. If everything looks good, you can click Save to import your script.

Scenes & Script

In the Scenes & Script section you will have the ability to create, import and analyze your content.

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Before importing your script or creating a scene or shot, in the Settings you will have the chance to choose between Scenes or Shot as per your project needs.

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Also, you will have the chance to choose color and text code for the Environment Types

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In the case of creating scenes manually, you can easily do so by clicking in the Create Scene button and continue filling up Scene information: Set, Number, Environment, etc.

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Each scene will be seen as a Strip in the Stripboard section, and will display Scene information, and will keep the color code as per designed in the settings section.

In case you would like to import an actual script. You can do so by selecting the file location, whether it is from your own device or from the Files & Documents section within Yamdu.

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Yamdu will have the chance to import the following original script files: Final Draft, Celtx, Fountain and PDF files in Hollywood Format are supported.

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Once the script has been imported, there will be a display of the strips, the actual scanned page, and the breakdown elements menu.

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Scenes can be broken down by the various departments in the page view, by simply tagging on the text. Once text is selected, a pop-up tagging window will show all the possibilities to choose from. Once the element is added, it will be part of the breakdown menu.

You can also enter the Scene profile by double clicking the Scene Strip and add breakdown elements as needed.

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Note that broken down information once created will continue to be linked to the scene in breakdown, shooting plan, DOODs and Call sheet creation as per users needs.

Also Note that the breakdown process can be done in a centralized and collaborative way in which all departments can be working at once, and all info is updated in real time.

Once in stripboard, scenes can be reorder following different criteria:

ID, Unit, Set, Shooting Day, Script Day, Last update and Cast type.

Also Color code can be re-arranged by Environment, Set, Location and Cast type.

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In this section, you can also download Complete Script or Script Sides following different criteria filters: Characters, Shooting Day, Call Sheets, Scenes, Script revision color.

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Also, you will have the chance to see Script Statistics, with information such as Total Scenes Number, Script Pages, Cast Type, Filming Location and Sets.

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The script can be given different statuses:

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  • Personal Draft: Only visible for you.
  • Draft: Visible only to Users with right Permissions
  • In Progress: Visible to all Users but not marked as Final.
  • Final: Visible to all Users marked as Final.
A/V Script

AV stands for Audio and Visual. And gives you the chance when not working with scenes, to have descriptive content that clearly shows what is going to be happening in Visuals and Audio at a specific point of the storytelling.

AV Script has the ability to work as a Shot, meaning each one can be double clicked and the Shot profile window will open.

These shots can be reordered if needed by easy drag and drop.

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Shot, AV Script and Storyboard can be downloaded into a .pdf file and include a certain particular header as designed in the Project Settings.

Shots

Shots can be created as a single unit of information, or they can be part of a scene, describing all camera set ups for the blocking on set.

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When a Shot is created it will include a profile of detailed information.

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A new window with displayed information will open up when double clicking each shot.

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A special note regarding Shot, is that you can set and define whether the broken down elements are going to be linked to the scene they belong or not.

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Storyboard

Each shot can include a representative image (Storyboard frame) that can be managed in the Storyboard section. All shots will be in sequence order, and if they are part of a scene, then will be displayed under the scene description.

All frames are easily movable by dragging and dropping. When a new order is set, the numbering can be arranged to follow a sequence numbering again.

Storyboard can be exported in .pdf with several options such as including or not scene description, amount of frames per row, etc.

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Content Items

A content item can be created in the Content Item section. Use will differ under project needs, it can be an interview, a photo shoot parallel of principal photography or just archive footage that you need to have into account.

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You can create as many as you need. Each one will have its own profile where you can break downs all resources needed per specific Content Item.

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Content Items can be scheduled in the Shooting Schedule and given information on time, order etc, same as you can do with a scenes strip.

12. PLANNING

13. PRODUCTION CALENDAR

The production calendar enables you to plan your project’s timeline in detail and see all its steps on a Gantt chart.

You can create a production scenario from scratch, use a Yamdu predefined template or use a template from a previous project you worked on.

Creating a Production Calendar

To start creating a production scenario, select “Create production scenario” in the top left corner of “Production calendar”:

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Next, you need to add a title to the production scenario, select the desired Holiday calendar and click “Create”:

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The following step is choosing how you want to start your project scenario. The options are:

  • Blank - create your production scenario from scratch
  • Import production steps - import production steps from another production scenario
  • Use templates - choose among the feature film, OTT and commercial templates and adapt them to your needs

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In the next top-left menu, you will have the option to create a production step and to link it to a shooting schedule:

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When creating a production step, you will have the following options:

  • Production step - make this a custom step or mark it as one of the predefined steps in Yamdu (eg. Casting)
  • Name - add a name to your production step
  • Production stage - link your production step to a production stage (eg. Preproduction)
  • Select if finishing this production stage will be marked as a milestone
  • Define the timespan of the stage or choose the duration in days
  • Select which days will be working and non-working days
  • Assign resources like people (eg. a Casting director) or equipment (eg. camera)
  • Add a color to the step
  • Add any additional notes

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You can also link a shooting schedule scenario to the production calendar with the “Link shooting schedule” option:

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In the top-right menu, you will have the options to:

  • Filter - filter your production scenario by users (show only the steps that a certain user participates in) or by time
  • Subscribe - subscribe to a calendar software (eg. Outlook) or an online calendar (eg. Google Calendar) that you normally use
  • Undo or redo last change
  • Edit the start date of the production scenario
  • Sort by start date - sort the production steps by their start date
  • Holiday calendar - change the Holiday calendar you use in this production scenario
  • Show comments - open the commenting section where you and the crew can communicate
  • Export - export the production scenario as a PDF (Gantt chart or the steps as a list) or ICS file
Editing Production Steps

To edit a production step, click on the three-dotted button near its name:

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Select “Edit production step”, and the following window will appear:

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While most of the options are the same as when creating a production step, there are 2 additional options here:

  • My tasks - the tasks assigned to you related to this step
  • My created tasks - the tasks that you created related to this step

The other options besides editing the production step are:

  • Duplicate step - make a copy of the step
  • Select all depending steps - select all steps that depend on the desired step which will allow you to bulk edit them
  • Show comments
  • Delete step
Moving Production Steps and Adding Dependencies

To move the steps on the Gantt chart, simply click and drag the desired production step where you want to place it.

To move the steps on the left side menu, click on the white box next to their name and drag and drop them where needed.

To add a dependency, hover over a step, click on the white circle on the left or right side of the step and link it to another step.

To remove a dependency, click on it and confirm the deletion in the window that pops up.

Production Scenarios

Marking the scenario as active and scenario overview

When you are done editing the scenario, you can go back to “Production Calendar” and you will see it under “Not active production scenarios”.

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To mark it as active, simply click on the three-dotted button in the top right corner of the scenario and select “Mark as active scenario” or click on the check-mark beside it.

You will also be able to duplicate the scenario or to delete it.

In the top-right corner, you will be able to:

  • Search production scenarios by title or name of the creator
  • Select multiple scenarios so you can bulk delete them
  • See them on a list or a tile view
Production Stages

To edit the production stages, click on 'Settings' in the 'Production calendar'.

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Here you will be able to:

  • Add production stages - click on “Add production stage”, give it a title and select its color
  • Edit the existing production stages - double click on any stage
  • Rearrange the order in which the stages appear in the production scenario - drag and drop them in the list

In the end, your production calendar will look something like this:

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14. SHOOTING SCHEDULE

Creating a shooting schedule

To create a shooting schedule, you have 2 options:

  • Create shooting schedule scenario - create it from scratch
  • Import shooting schedules you made in MovieMagic Scheduling 6 or Fuzzlecheck

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To create a shooting schedule from scratch, click on “Create shooting schedule scenario” and this window will pop up:

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Here you can to the following:

  • Name - give a name to your shooting schedule
  • Start - add a start date
  • Visibility - define who can see the schedule
  • Advanced settings
    • Add all strips to strip board at creation
    • Add day breaks at creation
    • Add own shooting phases for selected units
  • Note - any additional notes

When you are done, click “Create” and the next window will appear:

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In case your scenes/shots/content items don’t appear in the strip board immediately, they will appear in a pop up window on the right side under “Unscheduled”. Simply drag and drop them in the strip board:


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From this point you will be in “Edit mode” of the shooting schedule.

While in Edit mode, in the top-left menu you will be able to add the following items to the strip board:

  • Add a day break
  • Add a banner (eg. “Lunch” or “Company move”)
  • Add a new strip - add a new scene, shot or content item to the strip board

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In the top-right menu, you will be able to find the following options:

  • Search - highlight the scenes which contain a certain word in one of their columns (eg. “Ferry” under the column “Set”)
  • Reorder strips - sort them in 3 layers by characteristics such as “Day then Night” or “Filming Location”
  • Auto-add day breaks - make Yamdu add day breaks for you automatically using one of the 3 criteria
    • Number of script pages - by ⅛ or more
    • Estimated time - the time that the scene/shot is estimated to take in the actual film
    • Scheduled duration - the time it will take to shoot the scene
  • Show unscheduled - opens the window with unschedules scenes/shots/content items
  • PDF Export - export your shooting schedule by Scene ID, Set, Unit, Shooting day or get the Day out of Days
  • Select columns - Select which columns should be displayed in the shooting schedule
  • More including:
    • Edit settings - edit settings of the shooting schedule like Layout, View mode (select the way your shooting phases will be displayed), Day start and breaks, Strip colors and Statistics on scene and cast types
    • Show strips in script order - sorts the strips by the order they appear in the script
    • Recover version - you can select to work on a previously saved version of this shooting schedule
    • Show comments - opens the commenting section
    • Download as .csv file
    • Download as Excel file
    • Download for Showbiz Budgeting Import - in case you want to do your budgeting in Showbiz Budgeting

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Further options you will have just above your scheduled strips are:

  • Edit phase start date - edit the start date for this shooting phase
  • Assign unit - assign a unit (eg. Unit 1) to this shooting phase
  • Remove - removes the shooting phase

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Furthermore, you can also add a new shooting phase by scrolling all the way down and click “Add shooting phase”:

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To rearrange your strips, simply drag and drop them wherever you want.

In case you want to add any notes, there is a “Note” section in the top part of your shooting schedule.

When you are done editing, click “Save” in the bottom right” and then “Back to view mode” on the top.

In the View mode, you will be shown the following options:

  • Edit - go back to Edit mode
  • Mark the shooting schedule as an active scenario
  • Filter by time span
  • In the top-right menu, you will find one new option when compared to the Edit mode and that is “Mark” - this puts a banner on the shooting schedule in case you want it to be highlighted when you are viewing more shooting schedule options

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In the end, while being in the View mode, you will be able to create a Call sheet for any of the shooting days by clicking on the Call sheet icon on the right side of any of the day break strips:

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Marking Call Sheets Active

The next step would be to either mark this shooting schedule as active or to go back to the main menu of Shooting scheduling.

When you go back to the main menu and you haven’t previously marked a shooting schedule as active, your shooting schedules will be shown under “Public shooting schedule scenarios”:

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To mark one of them as active, simply click the check mark or click on the three-dotted button and select “Mark as active Scenario. Furthermore, you can also:

  • Edit visibility - choose who can see the schedule
  • Duplicate element - makes a copy of the schedule
  • Delete element - deletes the schedule

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In the top-right menu you also have the options to:

  • Search - search the shooting schedules by title or creator name
  • Select multiple - select more shooting schedule to bulk delete them or bulk publish your drafts as Public shooting schedule scenarios
  • List view/Tile view

With the active shooting schedule scenario, you can do the following:

  • Mark it as a completed shoot
  • Mark as not active scenario
  • Duplicate element - make a copy
  • Delete element

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Exporting Shooting Schedule

In edit mode...

CALL SHEETS

There are two ways to generate call sheets in Yamdu.

You can generate one from an existing shooting schedule or build a call sheet from scratch.

Creating a Call Sheet

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Click ‘create call sheet’

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You now have the option to add a shooting day, title, date and general call time.

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If a shooting day already exists from the shooting schedule, you can select it here. You can also select ‘Not linked with a shooting day from the shooting schedule’ to create a call sheet without using existing information.

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When you have selected and entered your information, click next.

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Now you have the option to select a template. You can choose:

Shooting day - the classic call sheet structure

Scouting - a call sheet designed for location scouting

Rehearsal - a call sheet template designed for rehearsals

ADR - a call sheet designed for additional dialogue recording

Travel - a call sheet template designed for travel information

File Upload - a template to share external files with Yamdu

Or Existing Call Sheet - this is only available after at least one call sheet has been created and allows you to keep the same structure as an earlier call sheet - perfect for making sure the call sheet for shooting day no. 2 is the same as shooting day no. 1 for example.

Call Sheet Creator

Let’s take a look at what happens when you select Shooting day:

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The first thing you will see is the option to send the Call Sheet, we’ll come back to this later.

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Now you can see your unpopulated call sheet. As you can see, your company header has been automatically generated and there is already a structure in place to add location, scene, character and extra information.

Let’s take a look at the options at the top:

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Add and remove elements allows you to choose which elements to include on your call sheet. When you select this, you will see:

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You can use this function to ass elements wherever you would like to. When you click Add element, you will see the options you have for information to include:

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Another way of adding elements is simply to click on the + symbol on the call sheet directly:

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This will also open the element menu, allowing you to select what to add to the call sheet.

Call Sheet Options

Let’s take a look at the options on the right:

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You can send a test email of the call sheet to see how the information will look.

The PDF export allows you to take a look at how the call sheet you are working on will look.

Bulk edit calls allows you to push and pull all call times at once, rather than manually change each one for each department, user or actor:

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Show comments allows you to see any comment that has been added to the call sheets:

Edit Design allows you to choose how your call sheet should look. There are templates based on the most common call sheet formats:

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In Edit Settings, you can select your time zone, time format and whether or not a watermark should be added to the PDF export:

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Generating a Pre-Populated Call Sheet

When you have created and saved a shooting day in the shooting schedule and return to View Mode you can generate a pre-populated call sheet:

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Just select the call sheet icon on the right of the shooting day strip and click Create call sheet for shooting day:

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This will take you back to the call sheet creation process from above, only this time when you select Shooting Day, the call sheet will be fully populated with scenes, locations, weather information, call times and department information about props, costumes and make-up and hair.

Sending a Call Sheet

When the call sheet is ready to be sent to the crew, you can select the date, recipients, title and add a general message for context.

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You can then mark the call sheet as final and send it to all recipients.

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After the call sheet has been sent, you can use the sending report to track the statuses of the messages sent to individual users and see if the email has been sent, received, viewed confirmed or whether it is pending or rejected.

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RESOURCE BOOKINGS

In Resource Bookings, you can see all of the resources that are currently booked on a specific project in list, scheduler or Gantt view.

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For a full overview of the resource planning function, please refer to the main resource planning section of the app guide.

FINANCING

The financing area of Yamdu allows you to keep track of the financing you are working with on your project:

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You can create several financing plans and choose when to mark one as active.

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On the first page you can search your plans, select multiple plans, sort as you wish and toggle between views.

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When you create a Financing plan, you can add financing partners and add:

  • The type of funding they are providing
  • The status of that funding
  • What percentage of overall funding the amount equates to
  • What percentage of the funding has been confirmed
  • The planned amount
  • The confirmed amount

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Within the Financing Partner profile, you can see:

  • General Information
  • Contact Information
  • Contract Information
  • What deliverables are required in return for funding
  • Any relevant external links
  • And any tasks related to this financing partner

15. DEPARTMENTS

16. CAST

In the cast department feature you can handle and manage the casting process of your project.

Adding Characters

In the first tab “Characters” you’ll find all the roles from your script, if you have imported it. They are automatically detected from the script and created here.

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You can also start that process by clicking on “Importing characters from screenplay” or create them directly without script import by clicking on “Create character” which will open a pop-up window. There you can fill in the basic data for that character:

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In the upper right corner you’ll find various options:

You can search for a specific role by clicking on “Search” and start typing.

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You can click on “Select multiple” and start to select multiple character elements by clicking on them or choose the option “Select all”. As soon as you have an element selected the button “Delete selected entries” will appear.

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At “Sort” you can sort your character list by ID, name, state, number of scenes, first shooting day (when you have an active shooting schedule), last update, unseen changes and mark.

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You can choose between list and tile view:

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Tidy up the list of roles will delete any character elements that are not linked with any scene:

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With “Update character IDs” you can automatically bulk adjust your characters’ IDs based on various options.

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And if you click on “Export” a drop down menu opens and you can select if you want to have your cast list exported as CSV or Excel file, you can also download the Day Out of Days (if you have an active schooting schedule) as an Excel file. And you’ll find several PDF export options: Cast list, Cast list for catering, Day Out of Days and Day Out of Days with scenes:

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At PDF exports you can adjust several settings:

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Day Out of Days with scenes allows you to set also your preferred export settings:

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When you click on the context menu in a character element (the three little dots), you can delete that element or merge it with another character. When you want to merge two elements, simply go first to the one you don’t need anymore and click “Merge character”.

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A new window will open and you can choose from the list with which character element you want to merge it. The chosen one will remain.

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If you go into a character element by clicking on it, you can edit the general information like the name of the character, ID etc. Below the name of the role you’ll find also the option to mark that element, crop the thumbnail picture, you can check who has seen that element by clicking on “Item seen by”, you can export the informations of that element as a PDF, Download the Day Out of Days for that character, Download it as a zip file, merge the character or delete it. If you haven’t checkmarked “Collect no suggestions for this object”, you’ll find the option to suggest actors for that role at “Actor suggestions”

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Simply click on the button “Suggest actor or talent” and you will see all the actors and talents that you have created or imported to your project in the “Actors” tab (see in the regarding chapter).

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Every user who has access rights to that area can now leave a vote for an actor. Voting can be done visible for all users (only the ones that have access here): the little earth icon. Or you can rate actors at first only visible for yourself: the little lock icon.

You can then pick an actor and fix him as cast by clicking on the little hook.

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This actor is now cast for the role. Casting an actor for a role will trigger automatic notifications to the costume department (see regarding chapter).

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At the context menu (three little dots) you can also reject a suggestion, it will then end up in the “Rejected suggestions” area or remove a suggestion.

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At “Rejected suggestions” you see all the suggestions that has been made and rejected.

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At “Ratings” you can see all visible set ratings.

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If the project has an active shooting schedule you’ll find the Day Out of Days for that role with a calendar, but you can also select another shooting schedule to see another view. And additional info about number of scenes, number of shooting days, the dates for the first and last shooting da, all the scenes he appears in etc.

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At a character element you can create tasks and assign them to a user or write comments and mention specific crew members in your comment.

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Extras

In the “Extras” tab you’ll find all your extras. It’s similar organized as the “Characters” tab. You can also add certain actors or talents to an extra element and fix one or multiple actors as the cast for that extra.

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Actors

The tab “Actors” assembles all your actors and actresses for your project. That can also be all those who won’t end up casted for a role.

In the upper right corner you’ll find functions such as search, select multiple, sort and a different view mode (tile or list).

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If you click on “Create actor” a new window pops up and you can start filling in the data for your new actor. Only the name is required.

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If the actor has an agency you can select from previously created agencies of yours or create a new one:

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When you select an agency the new field “Contacts” appears where you can select or create a new contact in the selected talent agency that should be associated with the actor.

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Besides adding images and files (such as a showreel for example), you can add a lot more information to the profile of the actor (but nothing is required).

You can add contact information:

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Specify his food preferences for the catering on set:

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Specify his appearances and skills:

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Add various sizes:

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And finally add also a note:

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You can save the new entry also first as a draft. The actor can then only be seen by your department:

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By clicking on the context menu you’ll find the option to publish this draft.

When you enter an actor’s profile you can add or change all the previously mentioned data and also attach contractual documents, add off-periods, add links, create tasks and write comments. If an actor is cast for a role and shooting schedule is set as active, you will also find the Day Out of Days there with a little calendar.

Every created actor will also automatically be added to the company’s actors database. Therefore you’re able to import any data from the actors database by clicking on “Import actor” instead of creating a new one.

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When you click on “Create actor” and you start typing, it suggests you also actors from the database, preventing you from creating a double and saving you time:

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Other Talents

In this area you can manage non-acting talents: Interviewees, performers, dancers, voices, featured persons etc.

The functions are like in the actors area.

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Agencies

When you attach an agency to an actor, this agency ends up automatically in the “Agencies” tab. Here you can manage your agencies, create them directly here by clicking on “Create agency” or import an agency from the company’s database.

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When you go into the record of an agency, you’ll have the possibility to edit and add more information.

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You will also see all the contacts in that agency and the name of the represented actor in brackets below the name. If you click on a contact it enfolds and you can add or change the contact detail.

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In the category “Actors/Talents” you’ll find all the actors you have created or imported to your project that are related to that specific agency.

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Furthermore you can add notes, create tasks and leave comments.

17. COSTUME

In the Costume department you can add all the respective details. It helps you stay organized and don’t miss important information.

Characters

In the tab “Characters” you’ll see an overview of all the roles. They are added here automatically, when a script is imported or the cast department has created the character elements in their area. You’ll also see which actor is cast for a character or see a warning when there was a change and have the information “not assigned yet” displayed, when the casting process isn’t finished yet.

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As always you’ll find different options in the upper right corner, such as a search, sorting options, different view mode (tile or list) and some export options. When you click on “Export” it shows you the types of export options in a drop down menu:

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When clicking on “Cast list” you can customize the export of your cast list further:

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When choosing the export “Quick Overview – Scenes per Character” or “Detail Overview – Scenes per Character” you can set the sorting by script day or by scene ID:

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When selecting the export for “All Scenes for Costumes”, you have a whole bunch of settings for your export. First you can set the type of PDF you want to export: if sorted by Scene ID, Set, Unit or Shootingday and as type a horizontal format (Portrait mode, detailed view in wider strips), Overview (Portrait mode, quick scenes overview), One line (Landscape mode, the information is compressed to one line) and a Breakdown sheet for all scenes (Portrait mode, detailed breakdown sheet of all scenes).

When you click on “Customized export” …

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you are led through a few steps which allow you to adjust your export:

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In the last step you can choose the file name for your PDF export.

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After exporting the list, you’ll find another window popped open allowing you to save your export settings:

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If you want to export “All Scenes for Costume” again, you’ll find your newly saved export settings at “Your stored export settings”:

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When you click on the context menu of an export setting you can also share your export settings with your colleagues. When you select this, a new window opens and you are able to select crew members from the crew list who should receive the selected export settings. You can share them with multiple users.

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When you enter the profile of a character, you’ll see the general information and you can edit the sizes. Below the character’s name you have several download options such as “Download Character”, download the Day Out of Days, download the scenes or the detailed scenes and a download of the outfits for that role:

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If there was a change in the casting, the costume department will not only receive a notification but also see the information directly in the character profile and can confirm that they are aware of the change.

Below the sizes you’ll find all the scenes in which the character is part of and you can start add costume outfits to a scene and write costume notes for that character in that scene.

The scenes are followed by a list of all the character outfits added to that character:

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They are followed by the Day Out of Days:

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In the 'Extras' area, you’ll find the extras. This area is organized in the same way as the previous tab 'Characters'.

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18. MAKE-UP & HAIR

In the Makeup & Hair department you can add all the respective details. It helps you stay organized and don’t miss important information.

Characters

In the tab “Characters” you’ll see an overview of all the roles. They are added here automatically, when a script is imported or the cast department has created the character elements in their area. You’ll also see which actor is cast for a character or see a warning when there was a change and have the information “not assigned yet” displayed, when the casting process isn’t finished yet.

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As always you’ll find different options in the upper right corner, such as a search, sorting options, different view mode (tile or list) and some export options. When you click on “Export” it shows you the types of export options in a drop down menu:

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When clicking on “Quick Overview – Scenes per Character” you can sort the export by script day or by scene ID before exporting it:

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Same goes for the “Detail Overview – Scenes per Character” export.

When selecting the export for “All Scenes for Makeup & Hair”, you have a whole bunch of settings for your export. First you can set the type of PDF you want to export: if sorted by Scene ID, Set, Unit or Shootingday and as type a horizontal format (Portrait mode, detailed view in wider strips), Overview (Portrait mode, quick scenes overview), One line (Landscape mode, the information is compressed to one line) and a Breakdown sheet for all scenes (Portrait mode, detailed breakdown sheet of all scenes).

When you click on “Customized export” …

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you are led through a few step where you can adjust your export:

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In the last step you can choose the file name for your PDF export.

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After exporting the list, you’ll find another window popped open allowing you to save your export settings:

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If you want to export “All Scenes for Makeup & Hair” again, you’ll find your newly saved export settings at “Your stored export settings”:

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When you click on the context menu of an export setting you can also share your export settings with your colleagues. When you select this, a new window opens and you are able to select crew members from the crew list who should receive the selected export settings. You can share them with multiple users.

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When you enter the profile of a character, you’ll see the general information and you can edit the sizes. Below the character’s name you have several download options such as “Download Character”, download the Day Out of Days and a download of the detailed scenes for that role:

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In the category Scenes you’ll see all the scenes that character is part of and you can start adding makeups and/or notes that you may have.

At the end of the scenes, down below, you’ll find a list of all the makeups you have created:

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They are followed by the Day Out of Days:

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Extras

At the “Extras” tab you’ll find the extras. This area is most organized like the previous tab “Characters”.

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Scenes

In the “Scenes” tab the breakdown is automatically added once there has been a script imported. In the upper right corner you’ll find a search, sort and PDF export function (for the export, see also the export settings in the chapter “Characters”).

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When you click on a scene, it opens and shows you the general information for that scene. Below the scene number on the left hand you’ll find more functions: mark, PDF export and item seen by. You also see all the characters that are part of that scene and you can start also from here to add makeups and write down notes: general ones for the scene, or specific ones for each character.

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You can add images and files to the scene (for example continuity pics), create tasks and use the comment function down below.

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When you click on “Show and tag the screenplay”, it opens the script, you can then read it and start tagging it for your department (more infos on tagging a script in the relevant chapter).

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LOCATIONS AND SETS

Locations and Sets is the area in Yamdu where you can manage the sets on your project and assign real-world locations to them.

Creating Sets

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If you have imported a script, your sets will automatically be listed under sets.

If you have created sets as part of a scene or shot in the breakdown, they will also appear here.

You can also create sets here independent of any particular scene or shot.

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You have the ability to:

  • Search your sets.
  • Select multiple sets.
  • Sort your sets:

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  • Choose which view is most convenient
  • Tidy up your set list: Remove any sets that are not in the current breakdown
  • Export your sets.

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You can create a new set or import one from a screenplay.

To create a set, click Create set

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You can add a name, description and mood and images as you require. When you click create, your set will be added to the set list.

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When a set is created, you can see the access rights for that set. You can also manage:

  • General information: here you can decide whether or not to add location suggestions for the set.
  • Location Suggestions: when you have chosen to collect suggestions for locations, you can do so here.
  • Moods and Images: add visual information to the set.
  • Day Out of Days: these will be generated automatically when a shooting schedule has been added
  • My created tasks: create tasks related to the set
  • Comments: add comments related to the set
Creating Locations

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The Filming Locations area allows you to manage your film locations.

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You can create a filming location or import one from your company database:

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You have the ability to:

  • Search your locations.
  • Select multiple locations.
  • Sort your locations:

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  • Choose which view is most convenient.
  • Export your locations.

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To create a Location, click Create location

You can enter:

  • The location name.
  • The street: this will automatically populate with options
  • Postal code and city/state/province
  • Country
  • Images and Files
  • And additional information like contacts, tags and notes.

You can create the location as a draft (only visible to you) or click create to add it fully to the locations list.

Every location you add in a project will automatically be saved to the location database in the company area:

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Assigning Sets to Locations

In each set, you have the ability to suggest multiple locations:

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You and your team can then:

See all suggested options:

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Reject inappropriate suggestions:

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Vote for the best option:

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And finally, assign a location to a set using the tick icon

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When a location is assigned, the thumbnail of the first image of that location will be used as the image for the set:

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PRODUCTION DESIGN

The production design area is where you can manage your production design element. In this area you will find production design elements added during the breakdown process and you can also create production design elements directly.

General

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As you can see in the Script Tagging area of the Breakdowns section of the App Guide, all tagged elements will be listed here.

There are a number of different options to view:

You can get an overview of all Production Design Elements or view subcategories like set dressings, props and construction:

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You can see any animals added to the project:

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You can see all scenes in the script:

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You can see all sets on the project:

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You can see all production design Items (these are all the suggested items to be used as props):

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You can see Inventories of production design items:

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And in Settings, you can add more production design categories to customize how you organize your production design information (These will allow appear as tagging options in the script breakdown):

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Fixing Items to Production Design Elements

In each production design element, you have the ability to suggest multiple items:

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You and your team can then:

See all suggested options:

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Reject inappropriate suggestions:

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Vote for the best option:

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And finally, fix an item to a production design element using the tick icon

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When an item is fixed, the thumbnail of the first image of that item will be used as the image for the production design element:

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19. POST-PRODUCTION

ARRI Webgate

Yamdu offers an integration with our partner ARRI's post-production software Webgate.

You can get an overview of everything Webgate offers here

Credits

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The credits tool in Yamdu allows you to generate a credit list populated with the information you have added in your project, including crew, cast and agency information.

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When you have several drafts to work with, you can search, sort and view your credits as you prefer.

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When you click Add credits version:

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You will be able to name your credits list and decide whether it should be:

  • Empty: Not populated with any existing information in your project
  • Pre-populated based on project’s entries
  • Categories based on other version: With categories structured like another existing credits list version
  • Categories and entries based on other version: With categories and entries structured like another existing credits list version

When you select your preference and click create:

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You will see that the credits list is broken up into categories (like actors and extras for example)

Depending on your choice when creating, you can now:

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Add a new category

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Or within a category:

  • Add an entry
  • Add a logo
  • Import crew members
  • Or Import cast members

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In addition, on the right side, you can add or remove columns, add rows for logos or entries and duplicate or delete information.

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You can also drag and drop categories and entries using the ‘six dots’ to resequence your credits list.

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Just as elsewhere in Yamdu, you can add an show comments and most importantly, export the credit list as a PDF or CSV file.

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