Part 11: Paperwork (5:42)Last Updated: May 29, 2019
This is Part 11 of our Video DYI Training Series. In this section we introduce the Paperwork screen. We'll show you how to create and edit Contact Sheets and Reports.
"Welcome back! Let’s take a look at the Paperwork screen.
The Paperwork Screen provides you a place to create a number of different static documents that can be stored in your Projects and Emailed to other people right from Propared. Just a quick heads up, Paperwork was one of the original screens in Propared and some of the functionality has been replaced by the Filter Screen.
At the top of the screen you’ll see the familiar Project-Dropdown. Any paperwork you create here will be for this Project.
Let’s start by looking at Contact Lists. Contact Lists allow you to pull specific Team information into a document and then email it.
To get started, click the “New Paperwork” button. You’ll see a drop-down where you can select the type of Paperwork you want to create. Let’s leave it on Contact List and give our new document a name in the upper right corner.
Below the Paperwork Type, you’ll see is a field for your first section header for the Contact List so you can start grouping like people together. Let’s make this first section our Production Staff.
Then, just click into this field and start typing names! You can also click Advanced Add and see a window into your team screen where you can select people or add them all. Now that you have a few people in this section, let’s look at some options. First off, you can manually rearrange folks just by clicking and dragging. Anything you see in yellow can be hidden from the contact list by clicking on it to turn it grey. This is great if you don’t want to disclose someone’s phone number or email address.
Below the list of names, you’ll see an option for adding another Section Header. Go ahead and click that now. Let’s make this next section for the Cast. Since we already have a Group created for the Cast back in the Team screen we can use that group to add them all at once! Just click the drop-down and change it to Add by Role or Group. Then type in “Cast” and you’ll see everyone added from that Group! If the Group column gets redundant you can hide it by clicking the Yellow button marked “Group” up here.
When you’re all done there, click save and let’s take a look at our handywork. To view the contact list, click the blue eye-ball button. From here you can Email or Print your Contact list. If you want to get it into a spreadsheet, you can highlight all the text, copy it, and paste it right into an excel doc.
That’s it for Contact Lists. Now let’s look at Reports.
We designed Reports for use as end of night reports, rehearsal reports, and performance reports, but they can really be used for any type of note-taking that you do throughout the show.
Reports are great because they all live together with the show, you’ll have a consistent format across all your reports, and they can be emailed out right from Propared.
To create a Report, click the Green “Add Paperwork” button and select Report from the drop-down. In the drop-down you’ll also notice Call Sheets and Schedules. These are the two types of Paperwork that have been usurped by the Filter Screen so we’re not going to cover those here.
In the blank Report you’ll see some familiar looking fields where you can list a Date, Location, and any Team Members that you want.
Below that you’ll see a text field for “Schedule Notes” where you can put in anything you want depending on the report such as Show Timings, what you did today, or what the plan is for tomorrow.
Then we have our notes sections broken up by Department Headers. Start by selecting a Department and then adding all the relevant notes. As you tab, a new note will be created below it. Then you can add a new Department section when you’re ready to move on.
Once you’re done you can give it a name in the upper right and click save!
Then just click email, select the group you want to send it to and away it goes!
To get back to the list you can click the back arrow.
In the detail side bar you can see some info about who created the paperwork, the version number and the last time it was emailed. You will also see a list of the contacts that you emailed the paperwork to.
One pro tip - You’ll notice that you can clone paperwork. A great thing to do is to set up a Report to act as template that you can clone to make sure you cover all your bases and jump-start the creation process. Related to that, when you clone a Project any existing paperwork will clone along with it which means your Report Templates will come along for the ride.
On the main page you will also see your quick filters for the different paperwork types."